Hotel Booking Automation
A complete booking system built with n8n for a boutique naturist hotel in Crete. From initial inquiry to pre-arrival communication — fully automated.
The Challenge
A boutique naturist hotel in Crete receives dozens of booking inquiries weekly through their website contact form. The hotel reservation manager was manually handling every step of the process:
- Reading and parsing incoming emails
- Checking whether guests were new or returning
- Calculating complex seasonal rates with various discounts
- Creating personalized offers
- Chasing unpaid deposits
- Sending pre-arrival reminders
To add to the complexity, the hotel offers premium suites that require a separate payment account, and frequently needs to accommodate split-stay bookings where guests change rooms partway through their visit.
During peak season, this manual workflow was consuming 15 to 20 hours of the manager's time every week.
The Solution
We designed and built an 8-workflow automation system using n8n that covers the complete booking lifecycle from initial inquiry to pre-arrival communication.
Email Intake & Contact Management
Booking requests are automatically parsed within seconds. The system extracts guest details, checks Google Contacts to identify returning visitors, and alerts staff with a ready-to-use offer form.
Smart Offer Creation
Multi-step admin form pre-calculates seasonal rates, applies appropriate discounts for longer stays, and handles tourism tax automatically.
Guest Acceptance Portal
Guests receive a secure offer link that validates status, collects travel details through a custom form, and redirects straight to Stripe Checkout.
Dual Payment Routing
System automatically routes payments to the correct Stripe account based on room type — standard rooms vs premium suites.
Intelligent Follow-ups
Automated reminders go out one hour after acceptance if payment is pending. Offers expire after 48 hours with polite notification.
Payment Link Recovery
If a payment link expires, the manager receives a one-click option to resend a fresh link to the guest.
Booking Confirmation
Once payment is received, guests immediately get a detailed voucher email showing full pricing breakdown and balance due on arrival.
Pre-Arrival Communication
Scheduled reminders with check-in details and local information sent automatically before arrival date.
Built with:
Results
The reservation manager now saves an estimated 12 to 16 hours every week, freeing up time to focus on guest experience and other priorities rather than repetitive administrative tasks.
Key Benefits
Instant Response
Guests receive acknowledgment within seconds, not hours
No Missed Follow-ups
Automated reminders ensure no booking falls through the cracks
Seamless Payments
Stripe integration with automatic routing to correct accounts
Guest Recognition
Returning guests are identified and can receive personalized offers
Need a Custom Booking System?
Let's discuss how automation can streamline your reservation process.