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Pre-Arrival Check-In Form Chaser

Example prompt: "Three days before each arrival, send the guest our Typeform check-in form for arrival time, ID details, and dietary notes. Chase any non-responders the day before, and post a heads-up in #front-desk on the morning of arrival listing who's still outstanding."

The Problem

Reception needs to know roughly when each guest is arriving, whether they have any dietary or accessibility requirements that change the room set-up, and — in many jurisdictions — enough ID detail to register the stay with the local authority. The booking platform collects almost none of this. The host sends the form by hand from their own inbox, forgets which guests have already replied, and chases the ones who have not by checking the inbox manually the day before arrival. On the morning of arrival, reception either has the answers in their head from yesterday's email triage or they do not, in which case the first half of every check-in is the same five questions asked at the front desk.

How GloriaMundo Solves It

We treat the booking sheet as the source of truth and run the form-send, the chase, and the morning briefing off it. Three days out, a conditional step picks the bookings with no form response yet and an LLM step drafts a per-guest email with a Typeform link pre-populated with the booking reference and email as hidden fields. Replies update the 'Check-In Forms' tab automatically — and the workflow stores only the last four of any ID number on the sheet, keeping the full image in a folder access-restricted to the host so the sheet does not become a data-protection liability. The day-before chase only fires for bookings whose row is still empty. On the morning of arrival, reception gets a structured Slack post with 'Forms in' and 'Still outstanding' lists so they walk into the front desk knowing exactly which guests they may need to ask the basic questions at the door. Glass Box preview shows every draft and every Slack post before anything is sent.

Example Workflow Steps

  1. Trigger (schedule): Every weekday at 10am.
  2. Step 1 (integration): Read 'Bookings' for confirmed arrivals exactly three days from today; read 'Check-In Forms' for any existing responses to exclude already-completed bookings.
  3. Step 2 (llm): Draft a short, warm per-guest Gmail with a Typeform link pre-populated with hidden fields; save as a Gmail draft.
  4. Step 3 (integration): Append a row to 'Check-In Forms' for each new draft.
  5. Step 4 (integration, on Typeform response): Match the response back to the booking by hidden booking_reference, write arrival_time, id_type, id_number_last4, dietary_notes, accessibility_notes into the row; post a one-liner confirmation in #front-desk on Slack.
  6. Step 5 (schedule, conditional): Day before arrival at 4pm — find bookings arriving tomorrow with no form response yet; draft a single polite follow-up Gmail; save as draft.
  7. Step 6 (schedule, integration): Morning of arrival at 7am — post a structured Slack summary with 'Forms in' and 'Still outstanding' lists.

Integrations Used

  • Google Sheets — bookings and the check-in forms log; stores only the last four of any ID number
  • Typeform — the check-in form itself, with hidden fields for booking_reference and guest_email so responses match back deterministically
  • Gmail — the three-days-out draft and the day-before chase, both saved as drafts for the host to send
  • Slack — the on-response confirmation and the morning-of-arrival structured summary in #front-desk

Who This Is For

Hosts and reception teams at B&Bs, small hotels, and short-let portfolios who need arrival times, dietary or accessibility notes, and — in jurisdictions that require it — ID details for the local-authority stay register. The workflow turns the form-send and chase from a sticky-note exercise into a scheduled rhythm that respects data-protection norms (ID numbers stored as last-four only on the sheet; full images access-restricted).

Time & Cost Saved

A manual send of the form, a day-before chase, and a morning-of summary is roughly twenty to thirty minutes per arrival day at a property with three or four arrivals a day. Over a month, that is fifteen to twenty hours that a host typically does not have, so the most common shortcut is to skip the form entirely and ask at the door — which slows check-in for the guest and pushes the dietary or accessibility surprises onto the kitchen and housekeeping after the fact. The bigger gain is the morning Slack summary: reception walks the floor knowing who needs an early check-in, who has a stair-free room note, and who the kitchen will need to flex for at breakfast, all before the first guest puts a bag down.