Hotel Guest Journey Automation with Gmail & Google Sheets

This n8n workflow automates key communication steps in a hotel guest's journey using data from Google Sheets and sending emails via Gmail. It's designed to streamline guest interactions, ensuring timely and personalized messages are sent based on predefined conditions.

What it does

This workflow simplifies the guest communication process by:

1. Triggering on a Schedule: The workflow runs at regular intervals (e.g., daily) to check for new guest data.
2. Reading Guest Data: It fetches guest information from a specified Google Sheet.
3. Preparing Data: It processes and formats the retrieved guest data for subsequent use.
4. Conditional Email Sending: It evaluates each guest's data against specific conditions using a Switch node.
   • Case 1: If a certain condition is met (e.g., check-in date is approaching), it sends a personalized email via Gmail.
   • Case 2: If another condition is met (e.g., post-stay follow-up), it sends a different personalized email via Gmail.
   • Default: If none of the specified conditions are met, no email is sent through the Switch node's default path.
5. Filtering Data: An additional Filter node is present, suggesting the capability to further refine which guests receive communications based on more specific criteria.

Prerequisites/Requirements

• n8n Instance: A running n8n instance.
• Google Sheets Account: A Google account with access to Google Sheets, containing guest data.
• Gmail Account: A Google account with access to Gmail for sending emails.
• n8n Credentials:
  • Google Sheets OAuth2 or API Key credentials configured in n8n.
  • Gmail OAuth2 or API Key credentials configured in n8n.

Setup/Usage

1. Import the Workflow: Import the provided JSON into your n8n instance.
2. Configure Credentials:
   • Update the "Google Sheets" node with your Google Sheets credentials.
   • Update the "Gmail" nodes with your Gmail credentials.
3. Specify Google Sheet: In the "Google Sheets" node, specify the Spreadsheet ID and the Sheet Name where your guest data is located. Ensure your sheet has relevant columns like guest name, email, check-in date, etc.
4. Configure "Edit Fields": Adjust the "Edit Fields" (Set) node to transform or prepare your Google Sheets data as needed for your email templates.
5. Define Switch Conditions:
   • In the "Switch" node, define the conditions (e.g., using expressions based on {{ $json.checkinDate }}) for each case that determines which email to send.
   • Configure the "Gmail" nodes connected to each case with your desired subject lines and email bodies, using expressions to personalize content with guest data (e.g., Hello {{ $json.guestName }}).
6. Configure "Filter": If needed, set up the "Filter" node with additional conditions to narrow down the guests who should receive emails.
7. Activate the Workflow: Once configured, activate the workflow. It will run automatically based on the schedule defined in the "Schedule Trigger" node.
8. Adjust Schedule: Modify the "Schedule Trigger" node to set your preferred interval for checking guest data (e.g., every day at a specific time).