Sending reservation confirmations and reminders

Purpose

1.1. Automate the dispatch of reservation confirmations and reminders for customers booking tables or pickup times at an açaí shop, ensuring immediate communication, reducing no-shows, and enhancing guest experience by utilizing cross-channel digital messaging (SMS, email, chat, push notifications).
1.2. Minimize manual staff intervention in notification processes, guaranteeing accuracy, consistency, and reliability of time-bound reservation messages.
1.3. Synchronize reservation system data with communication tools for end-to-end, real-time event tracking and targeted scheduling.

Trigger Conditions

2.1. New reservation or booking submitted via online form, app, or POS.
2.2. Reservation update or modification occurs.
2.3. Time-based reminders (e.g., 1 hour, 24 hours before reservation time).
2.4. Manual trigger by staff for custom notifications.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Programmable Messaging API — configure phone number, template body, and reservation time variables.
• Sample: POST /Messages endpoint with payload for recipient, message body, and scheduled send time.
3.2. SendGrid
• Feature/Setting: Transactional Template — set up dynamic fields for customer name, reservation slot, and confirmation link.
• Sample: Use v3/mail/send API with dynamic_template_data object.
3.3. Mailchimp
• Feature/Setting: Automated Email Journey — trigger on reservation submission event; merge tags for reservation details.
• Sample: Event-based workflow with audience segmentation for cafe customers.
3.4. Slack
• Feature/Setting: Incoming Webhooks — post reservation details into staff ops channel for internal confirmation.
• Sample: Webhook payload includes booking info JSON.
3.5. WhatsApp Business API
• Feature/Setting: Message Templates — configure and pre-approve reminder and confirmation templates.
• Sample: POST to /messages endpoint with template name and reservation parameter values.
3.6. Outlook
• Feature/Setting: Calendar Invites — automated addition of confirmed bookings to customers’ calendars.
• Sample: Microsoft Graph Calendar API to create events with RSVP.
3.7. Google Calendar
• Feature/Setting: Event Creation — draft and invite participants based on reservation data.
• Sample: Use Google Calendar API /calendars/events.insert with customer email.
3.8. Zendesk
• Feature/Setting: Trigger-based Ticket (Notification) — send notifications on new reservation tickets.
• Sample: Automation triggers on booking creation event.
3.9. Salesforce
• Feature/Setting: Flow Automation — generate confirmation emails from reservation object triggers.
• Sample: Lightning Flow or Process Builder configured for 'Reservation Created'.
3.10. Intercom
• Feature/Setting: Outbound Messages — auto-send chat or email when appointments booked.
• Sample: Series set to trigger upon reservation attribute update.
3.11. HubSpot
• Feature/Setting: Workflow Automation — enrollment trigger is reservation form submission, send email/SMS follow-up.
• Sample: Custom workflow with “Booked Reservation” trigger.
3.12. ActiveCampaign
• Feature/Setting: Automation Sequence — event-driven actions triggered by reservation data fields.
• Sample: "New Booking" tag entry automates message campaigns.
3.13. Pipefy
• Feature/Setting: Card Automation and Email Template — create and send formatted confirmation emails.
• Sample: Automation rule with card phase change to "Reserved".
3.14. Zoho CRM
• Feature/Setting: Workflow Rules — configure rule for reservation creation, trigger SMS or email.
• Sample: Deluge script triggered by new record in Reservations module.
3.15. Pabbly Connect
• Feature/Setting: Trigger and Action Mapping — reservation event to multi-channel notification.
• Sample: Reservation webhook triggers email and SMS steps.
3.16. Plivo
• Feature/Setting: SMS API — configure sender ID, templates with reservation details, scheduled sends.
• Sample: POST to Message API with reservation variables.
3.17. Moosend
• Feature/Setting: Automated Workflow — event-based triggers for reservation and follow-up reminders.
• Sample: Event set as reservation created, actions to send campaign.
3.18. Monday.com
• Feature/Setting: Automations and Notifications — trigger custom messages to customers.
• Sample: If reservation status changes to “Confirmed”, send notification via integrated email/SMS.
3.19. Brevo (Sendinblue)
• Feature/Setting: Transactional Email/SMS — configure scenario for booking confirmation and scheduled reminders.
• Sample: Use API v3/smtp/email call with reservation data.
3.20. ClickSend
• Feature/Setting: SMS/Email API — set up campaign with merge fields for dynamic message content.
• Sample: Reserve trigger initiates batch SMS or personalized email.
3.21. Front
• Feature/Setting: Automated Message Rules — send confirmation via customer’s preferred channel.
• Sample: Rule mapped to incoming reservation event in shared inbox.

Benefits

4.1. Ensures customers receive timely, accurate booking details and reminders, fostering trust and reliability.
4.2. Reduces manual workload, eliminates errors, and frees staff for core hospitality duties.
4.3. Minimizes customer no-shows, maximizing seat utilization and daily revenue.
4.4. Streamlines communication, accurately syncing reservation changes or updates instantly.
4.5. Enhances data collection and guest profiling for future personalized marketing.