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Guest Pre-Arrival Welcome Pack

Example prompt: "Five days before each arrival in our 'Bookings' Google Sheet, draft a warm welcome email with the check-in window, door code, parking note, Wi-Fi, and three to five local picks from our 'Local Picks' tab that match the guest's party type or anything they mentioned at booking. Leave as a Gmail draft for the host to send."

The Problem

A handful of small touches turn a transactional booking into a stay people remember, but they only land if the email goes out before the guest sets off. The welcome message that arrives the morning of check-in is too late — the guest is already on the motorway with a postcode and no parking instructions. We mean to send it earlier, but the booking arrived three weeks ago, the desk is busy with this week's check-ins, and by Friday afternoon nobody has written to next week's guests at all.

How GloriaMundo Solves It

We build a workflow that runs each morning, reads our bookings sheet, and finds the guests arriving in five days' time. An LLM step composes a personal welcome email that draws on the room name, the arrival date, the party size, and the free-text notes we keep when guests mention anything at booking. Another sheet holds our local picks — pubs, walks, family options, rainy-day options — and the LLM chooses three to five that fit what the guest told us. The email lands as a Gmail draft so we can read it and send. Glass Box preview shows us each draft, the picks chosen, and the log row before anything leaves the office.

Example Workflow Steps

  1. Trigger (schedule): Every weekday at 9am.
  2. Step 1 (integration): Read the 'Bookings' tab and find rows where arrival_date is exactly five days from today and status is 'confirmed'.
  3. Step 2 (integration): For each booking, look up the room name, length of stay, party size, and the free-text notes field.
  4. Step 3 (integration): Read the 'Local Picks' tab with our list of pubs, walks, beaches, family options, and rainy-day options.
  5. Step 4 (llm): Compose a short, warm welcome email with check-in, parking, Wi-Fi, and three to five local picks matched to the party.
  6. Step 5 (integration): Save the email as a Gmail draft addressed to the guest, with the pre-arrival PDF from Google Drive attached.
  7. Step 6 (integration): Append a row to a 'Pre-Arrival Log' tab with the booking reference, the date drafted, and the picks chosen.
  8. Step 7 (integration): Post a one-liner in #front-desk on Slack with the guest name, the room, and a link to the draft.

Integrations Used

  • Google Sheets — the bookings register, the local picks list, and the log of pre-arrival messages
  • Gmail — drafts the personal welcome email for review and sending
  • Google Drive — holds the pre-arrival PDF attached to each draft
  • Slack — the review channel where the host signs off the day's drafts

Who This Is For

B&B owners, short-let hosts, and small hotel operators who want every guest to feel personally welcomed, who already keep their bookings and their local picks in a spreadsheet, and who have run out of evenings to write personal emails to each arrival by hand.

Time & Cost Saved

A thoughtful welcome email takes ten to fifteen minutes to write — looking up the booking, choosing the right local picks, drafting, attaching the PDF. Across a busy month, that is five to eight hours that fall off the end of the day. The workflow turns it into a two-minute review of a draft that is already in the right voice. The bigger gain is the guest who arrives knowing where to park and what to do on a rainy Tuesday, which is the one who writes the good review.