Group booking and event automation

Purpose

1. Automate group reservation handling, event booking management, payment collection, guest notifications, and calendar integration for pet-friendly cafés.

2. Ensure availability management, prevent double bookings, auto-confirm slots, customize guest experiences for events/birthdays, collect pet info, manage pre-authorizations, and synchronize events across staff and platforms.

3. Aggregate data for occupancy trends, manage cancellations/waitlists, and streamline communication between guests and staff.

Trigger Conditions

1. New group booking request received via web form, chatbot, phone, or email.

2. Confirmation of booking by staff or automated system.

3. Booking modifications, cancellations, or guest list updates.

4. Scheduled events requiring reminders or pre-event checklists.

5. Online payment completion or payment failure notifications.

Platform Variants

1. Google Calendar

• API: Events.insert — auto-create, update, or cancel group bookings in shared calendar.
  
• Setting: Map guest details to event description; auto-invite staff via Google IDs.
  

2. Microsoft Outlook Calendar

• API: /me/events — create group event with guest and reservation metadata.
  
• Setting: Integrate staff schedules, send RSVP invites.
  

3. Airtable

• API: Create Record — log all group booking details, attach pet data and special requests.
  
• Setting: Link records to room tables, mark event type, and status.
  

4. Salesforce

• API: Event/Lead Object — convert booking form or chatbot entry into a new lead or event.
  
• Setting: Auto-assign to staff member, segment by event type (birthday, meet-up).
  

5. HubSpot

• API: Engagements — log interactions per booking, send automated follow-ups.
  
• Setting: Tag bookings by source and create custom deal pipelines for group events.
  

6. Shopify

• Function: Custom App or Flow — trigger booking workflows when group reservation product purchased.
  
• Setting: Notify staff and sync inventory (room/capacity).
  

7. Square Appointments

• API: Bookings.createBooking — auto-add/modify group bookings and send SMS/email reminders.
  
• Setting: Require deposit, set minimum group size.
  

8. Stripe

• API: Checkout Sessions — collect group deposits or event payments.
  
• Setting: Webhook triggers to update status on successful/failed payments.
  

9. Twilio SMS

• API: Message — send booking confirmation, reminders, cancellation, and pre-visit pet guidelines.
  
• Setting: Personalize message with guest name, event type, and café address.
  

10. SendGrid

• API: Mail Send — dispatch personalized email confirmations, reminders, and post-event thank-yous.
  
• Setting: Branded templates; include calendar invite link.
  

11. Zoom

• API: Create Meeting — generate virtual event rooms for hybrid/in-person events with remote guests.
  
• Setting: Email meeting details auto-filled via booking data.
  

12. Slack

• API: Chat.postMessage — notify staff channel of new group bookings, changes, or cancellations.
  
• Setting: Color code alert by event type or urgency.
  

13. Zoho CRM

• API: Insert Records — synchronize group bookings as events or contacts for follow-up.
  
• Setting: Custom fields for pet info and guest preferences.
  

14. Mailchimp

• API: Add Member + Campaigns — subscribe guests to upcoming event series/newsletter.
  
• Setting: Segment by type of group booking or interest in pet-themed promotions.
  

15. Typeform

• API: Responses — trigger bookings and capture all data via branded event forms with pet options.
  
• Setting: Push responses directly into central database/Airtable.
  

16. Calendly

• API: Event Created — allow guests to self-book group slots; blocks staff time automatically.
  
• Setting: Custom booking questions for group size, pet info, dietary needs.
  

17. Eventbrite

• API: Create Event/Order — list public group events, automate ticketed bookings, update attendee lists.
  
• Setting: Sync event status and available spots with internal system.
  

18. Trello

• API: Cards.create — generate visual group event workflow; move cards by event stage.
  
• Setting: Assign cards to team members responsible for preparation.
  

19. Notion

• API: Page.create — log group bookings as database entries with customizable properties.
  
• Setting: Share booking board with staff for status updates and notes.
  

20. DocuSign

• API: Envelopes.create — send waivers or pet policy agreements for signature as part of booking process.
  
• Setting: Trigger on booking confirmation, auto-archive signed docs to guest profile.
  

Benefits

1. End-to-end automation reduces manual errors and double bookings; ensures capacity utilization.

2. Faster response time boosts guest satisfaction, supports customized experiences.

3. Automated payment and communication lower no-shows, simplify fee management.

4. Centralized data enables staff collaboration and better guest analytics.

5. Workflow scalability for themed events, regular groups, and busy periods.