Reservation & Guest ExperiencePurpose
1.2. Automatically route requests to appropriate staff (kitchen, front-of-house) and trigger multi-channel alerts, ensuring optimal guest experience and operational agility.
1.3. Maintain an audit trail for all interactions to ensure requests are not missed, fulfilled promptly, and recorded for future personalization or compliance logs.
1.4. Integrate seamlessly with existing reservation systems and communication tools for frictionless workflows and staff accountability.
Trigger Conditions
2.2. Guest sends follow-up email or SMS containing special request keywords (e.g., “no shellfish,” “birthday cake”).
2.3. Inbound call transcriptions (VoIP) flagged for specific terms using speech-to-text.
2.4. Manual staff entry or update in the reservation management tool.
2.5. Real-time API push from partner reservation aggregators with tagged special instructions.
Platform Variants
• Feature/Setting: Configure “Incoming Message Webhook” to invoke flow on new SMS containing special request terms.
• Sample: Use “Messaging” > “Webhook URL” set to endpoint receiving and parsing guest messages.
3.2. SendGrid
• Feature/Setting: Create “Inbound Parse Webhook” for reservation emails with special instructions.
• Sample: Enable Parse, set “Destination URL” to parsing endpoint, filter for keywords.
3.3. Slack
• Feature/Setting: Utilize “Incoming Webhooks” to post alerts to #special-requests channel.
• Sample: Set trigger to post formatted message with guest and request details.
3.4. Microsoft Teams
• Feature/Setting: “Incoming Webhook” for alerting specific teams (e.g., kitchen, host).
• Sample: Configure connector to channel used by operational staff.
3.5. PagerDuty
• Feature/Setting: Use “Events API v2” to send urgent or allergy-related alerts to incident response staff.
• Sample: POST event with custom payload for “allergy” or “urgent” flags.
3.6. Zapier
• Feature/Setting: Build multi-trigger Zaps to listen across reservation, email, and SMS channels.
• Sample: Filter step for requests, step to alert appropriate staff via email/SMS/Slack.
3.7. Google Sheets
• Feature/Setting: “Apps Script Trigger” to scan for new rows with special request column populated.
• Sample: Script emails host on new request, logs change in audit sheet.
3.8. AirTable
• Feature/Setting: “Automation: When record matches conditions” on special request field.
• Sample: Sends notification via integrated email or SMS action.
3.9. Salesforce
• Feature/Setting: “Process Builder” workflow to flag reservations with custom field and auto-create staff tasks.
• Sample: Set criteria for special instruction field; auto-create Case for follow-up.
3.10. HubSpot
• Feature/Setting: “Workflow Automation” to assign tickets or tasks when custom property is set to special request.
• Sample: Email task owner, set deadline, log activity.
3.11. ServiceNow
• Feature/Setting: “Flow Designer” to route incoming special requests to service queues.
• Sample: Applies template for handling and assigns to FOH/kitchen groups.
3.12. Intercom
• Feature/Setting: “Message triggers” on inbound guest chat with specified keywords.
• Sample: Routes chat to dedicated agent, or sends notification to Ops.
3.13. Outlook 365
• Feature/Setting: “Power Automate” flow on incoming reservation emails containing keywords.
• Sample: Create task and notify team group mail.
3.14. Google Chat
• Feature/Setting: “Webhook” for pushing structured alerts to chat rooms.
• Sample: Formats order and instruction data, posts to specified team.
3.15. Asana
• Feature/Setting: “Rule: task creation” from new requests in reservation tracking project.
• Sample: Assigns to relevant team, adds due date, logs ticket.
3.16. Trello
• Feature/Setting: “Butler Automation” for new card creation in special requests list.
• Sample: Notifies team via email, adds follow-up sub-tasks.
3.17. Mailchimp
• Feature/Setting: “API Events” to trigger campaigns or info emails on request alerts.
• Sample: Send pre-arrival email to guest confirming request logged.
3.18. Zendesk
• Feature/Setting: “Trigger” on ticket creation with special request tag.
• Sample: Assign priority, auto-reply to guest, notify relevant staff.
3.19. Monday.com
• Feature/Setting: “Automation Rule” on status or text update to “Special Request”.
• Sample: Notifies group, sets alert, updates board log.
3.20. Freshdesk
• Feature/Setting: “Observer Rule” for special instruction keyword in ticket.
• Sample: Escalates to priority queue, notifies staff, triggers follow-up email.
3.21. WhatsApp Business API
• Feature/Setting: Set Webhook to receive and parse incoming messages with special request indicators.
• Sample: Route parsed data to alert flow for confirmation and action.
3.22. Shopify
• Feature/Setting: “Order Notes” or app-triggered webhook if restaurant handles pre-orders with requests.
• Sample: Push new note/order with special request to kitchen ticketing.
Benefits
4.2. Consistent guest experience; every special need is tracked and acted upon.
4.3. Multiple communication channels maximized for operational speed and failover.
4.4. Recordkeeping enables trend analysis and future personalization opportunities.
4.5. Decreased error rates and improved regulatory/allergy compliance.
4.6. Frictionless workflow for smooth integration into existing tech stack.