Online reservation confirmation and reminder automation

Purpose

1.1. Automate confirmation of online reservations and send timely reminders to guests, optimizing occupancy, reducing no-shows, and enhancing the guest experience for an angler fish specialty restaurant.
1.2. Ensure guests receive accurate reservation details, updates, and personalized reminders using preferred communication channels (SMS, email, WhatsApp, calendar, voice calls).
1.3. Centralize reservation management, track guest responses, enable modification/cancellation workflows, and provide analytics on reservation patterns.

Trigger Conditions

2.1. New reservation submitted via website, app, phone, or third-party service.
2.2. Change or cancellation of existing reservation.
2.3. Scheduled timeframes (e.g., 48, 24, or 2 hours before reservation).
2.4. Guest response (confirmation, reschedule, cancel).

Platform Variants

3.1. Twilio SMS
• Function: "Messages API / Send Message"; sample: configure to trigger on new reservation with guest’s mobile number, set message body to reservation details and confirmation link.

3.2. SendGrid
• Function: "/mail/send" endpoint; configure automated email with reservation info, confirmation buttons, and reminder schedule.

3.3. WhatsApp Business API
• Function: "messages/send"; set template for reservation confirmation, enable message scheduling for reminders.

3.4. Google Calendar API
• Function: "Events: insert"; push reservation event with date/time to guest’s calendar, set notifications for reminders.

3.5. Outlook Calendar API
• Function: "/me/events"; automatically send Outlook calendar invites and reminder pop-ups linked to reservation.

3.6. Slack
• Function: "chat.postMessage"; send direct confirmation/reminder to guest’s Slack (if contact provided) or to staff for oversight.

3.7. Microsoft Teams
• Feature: "Send message"; automate reservation reminder to guest or staff using Teams chat integration.

3.8. HubSpot CRM
• Function: "Create Engagement/Task"; log reservation, trigger follow-up workflows for reminders and confirmations.

3.9. Salesforce
• Function: "Workflow Rule/Process Builder"; auto-send reservation emails/SMS and log guest interactions for analytics.

3.10. Zendesk
• Function: "Ticket Creation/Automations"; create support tickets for VIP or special reservation types, route reminders.

3.11. Zapier
• Function: "Webhooks/Catch Hook"; integrate multiple services for custom triggers and reminder chains.

3.12. Google Sheets
• Function: "Append Row/Mail Merge"; store reservation, trigger mail merge for batch confirmations or reminders.

3.13. ActiveCampaign
• Function: "Automations/Send Email"; configure chain: reservation logged→confirmation→reminder email.

3.14. Mailchimp
• Function: "Transactional Email/API Trigger"; send personalized confirmation/reminder templates.

3.15. Facebook Messenger API
• Function: "messages/send"; send reservation details, quick-reply buttons for confirmation/cancellation.

3.16. Aircall
• Function: "Outbound Call API"; auto-dial guest number with recorded voice reminder pre-reservation.

3.17. Freshdesk
• Feature: "Automations/Scenario"; set rule: every reservation spawns reminder ticket or notification.

3.18. Google Voice
• Function: "Send SMS/Place Call"; automate reminders via SMS or recorded phone call.

3.19. Monday.com
• Feature: "Automate with status change"; trigger guest/reservation workflow to alert staff or guest.

3.20. Pipedrive
• Feature: "Deal Automation/Pipeline Stage"; move reservation deals through confirmation/reminder stages.

Benefits

4.1. Ensures prompt, error-free communication and reduces manual workload.
4.2. Minimizes no-shows through consistent, multi-channel reminders.
4.3. Enhances guest satisfaction via timely, personalized engagement.
4.4. Centralizes reservation tracking and analytics for business optimization.
4.5. Enables flexible, scalable management of high reservation volumes.