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Breakfast Pre-Order Roundup

Example prompt: "Every evening at 5pm, find every guest in our Google Sheet who'll be in-house for breakfast tomorrow. Email each one tomorrow's menu and ask for their choice by reply. After the 9pm cut-off, compile a kitchen pre-order list in Google Docs grouped by dish and by room, and email it to the cook."

The Problem

Breakfast at a small property is the meal where the cook either has the right number of eggs out at 6am or burns ten minutes finding out at 7:45am that the table of four are all vegan. The host can ask the night before, but that means going room to room or knocking on doors at the wrong moment, and the answer is then carried on the back of an envelope to the kitchen where it gets lost. The cook builds the prep list from memory and gets it broadly right; the cost of getting it wrong is a smaller version of the same waste every morning, and on the days when there is a coach group in, it is an embarrassing version that the kitchen apologises for.

How GloriaMundo Solves It

We collect the choices the way they want to be collected — by email, on the guest's phone, when they have a minute — and we compile the answers into the kitchen list before service. The workflow runs in two parts. At 5pm it reads who is in-house tomorrow morning, drafts a per-guest email with the day's hot options and the dietary tags, and saves the drafts in Gmail for the host to send in a single sitting. As replies come in, an LLM step matches each one to the booking and normalises the choice into a dish name plus a free-text modifier. At 9pm it builds the kitchen pre-order doc grouped by dish and by room, including a 'no reply' section with a sensible default. The cook gets a link in their inbox and a one-line summary in Slack. Glass Box preview shows the draft emails, the matched responses, and the kitchen doc before anything is sent.

Example Workflow Steps

  1. Trigger (schedule): Every evening at 5pm.
  2. Step 1 (integration): Read the 'Bookings' tab for every guest who will be in-house tomorrow morning with breakfast included.
  3. Step 2 (integration): Read the 'Breakfast Menu' tab for tomorrow's hot options and the dietary tags for each.
  4. Step 3 (integration): Read 'Breakfast Pre-Orders' for any responses we already have, so we do not email anyone twice in this run window.
  5. Step 4 (llm): Draft a personal per-guest email with the menu, the dietary tags, and the 'reply by 9pm' cut-off; save each as a Gmail draft.
  6. Step 5 (integration): Append a row to 'Breakfast Pre-Orders' for each new draft.
  7. Step 6 (llm + integration, reply-watch): When a reply lands, match it to the booking by sender email, extract the choice, and update the row with the normalised dish name and any modifiers.
  8. Step 7 (schedule): At 9pm, build a one-page kitchen Doc grouped by dish and by room, with a 'No reply' section using each booking's dietary notes as the default; save into 'Daily Briefings'.
  9. Step 8 (integration): Email the link to the cook via Gmail and post a one-line summary in #kitchen on Slack.

Integrations Used

  • Google Sheets — bookings, the menu, and the pre-order log
  • Gmail — the per-guest ask, the reply-watch on the property inbox, and the cook's morning email
  • Google Docs — the kitchen pre-order list, one doc per day in 'Daily Briefings'
  • Google Drive — the stable folder structure so the cook always knows where to look
  • Slack — the one-line #kitchen summary so the cook sees the headline at a glance

Who This Is For

Owner-operators at B&Bs and small hotels where breakfast is part of the rate, where the cook prepares one or two dozen breakfasts to order, and where the dietary mix shifts daily — coach groups, walking groups, family rooms, anniversary stays. The workflow scales down to a single property and up to a three-house portfolio with a shared kitchen rota.

Time & Cost Saved

Asking guests in person and writing the list by hand is twenty to thirty minutes the night before plus another ten in the morning chasing the rooms the host did not catch. Food waste from over-prepping for the wrong mix runs to several pounds a day at full occupancy. The workflow replaces the chase with a single email round and turns the kitchen list into a doc that already exists when the cook arrives at 6am. The bigger gain is that the dietary edge cases — the nut allergy, the halal request, the gluten-free that the host knew about but forgot to write down — make it onto the kitchen list every time, because the booking notes feed straight into the prompt.