Operations

AI Agent that Tracks Reservation Status

Built for Travel and Support Teams
‍
Are you still tracking confirmed or cancelled reservations by hand? Do updates slip through the cracks and leave your team out of sync?

This AI-powered workflow watches your reservation sheet for status changes, sends the correct email to clients, updates your internal tracker, and notifies your team so everything stays accurate without manual checks or follow ups.

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Hotel booking automation visual showing 90% less manual work and $1,000+ monthly savings, with a traveler on a phone and a smiling professional at a desk.

What to Expect

A fully automated system that tracks reservation updates, emails clients, and keeps your team in sync with no manual steps required.

It monitors your Google Sheet for status changes and handles everything from confirmations to cancellations.

n8n workflow interface with Google Sheets trigger branching into conditional logic, code execution, and Gmail email sending.

When a reservation is marked Confirmed, the workflow sends a confirmation email to the client, logs trip details into your Operations Sheet, and notifies your team. If it’s Cancelled, it skips the logging step but still sends a cancellation email and alerts the team. Built using n8n with a Google Sheets Trigger, IF Node, and Gmail or Slack integration, it takes care of every detail without anyone lifting a finger.

It keeps your reservation process clean, timely, and impossible to forget.

The old way?
Done manually.

Here’s what the old process looked like:
Check for status changes one by one
Copy trip info into Gmail or Slack
Rewrite confirmation or cancellation emails each time
Manually update the Operations Sheet
Try to remember who’s been notified
It was slow, error-prone, and easy to overlook something important, especially when things got busy.

The new way?
Fully automated.

With this automation, the entire process gets handled for you:
Watch for Confirmed or Cancelled rows using a Trigger Column
Send a Confirmation or Cancellation Email instantly
Log trip details in the Operations Sheet with Append Row
Notify your team via Gmail or Slack
Mark it as Operations Logged to avoid duplicates
Now the whole lifecycle runs on autopilot, with fewer mistakes, faster updates, and no one left guessing.

Automation That Pays You Back

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How the Automation Comes Together

A simple, connected system keeps reservation statuses up to date and everyone in the loop without lifting a finger.

n8n runs the entire automation from the initial trigger to final notification, while Google Sheets tracks status changes like confirmed or cancelled.

Gmail handles the communication by sending out confirmation or cancellation emails to clients automatically.
Automation diagram showing Google Sheets data entry flowing through n8n to send emails via Gmail and update processed records in Google Sheets.
AI Agent toolkit

Tools used to build this AI agent

n8n

Runs the workflow logic and connects every tool in the process

Gmail

Sends personalized updates to clients and instant alerts to your internal team.

Google Sheets

Monitors your Reservations sheet and kicks off the workflow when status changes.

What You'll Gain

Instant Confirmation Emails

Clients get notified right away when a trip is marked Confirmed in the sheet.

Team Always Informed

Internal notifications go out automatically—no handoffs missed, no one left guessing.

Status-Driven Accuracy

Whether it’s Confirmed or Cancelled, the right action happens every time.

Personalized Email Content

Sends clear, friendly messages instead of rigid templates or reused replies.

Fully Hands-Off Workflow

Set it up once and let it run quietly in the background.

Cost Comparison with AI Agents

Here’s a quick overview to help assess monthly costs and workload volume for ongoing operations.
vs
AI Agent for Reservation Tracker
Ranges from ~$50–$120 per month. Covers OpenAI, n8n, Gmail, and Sheets, everything it needs.
Instant detection and response. Confirms or cancels reservations without missing a beat.
Manual Handling
Ranges from $500–$1,500+ per month in time spent checking statuses, sending emails, and updating logs.
Delayed and inconsistent. Someone has to remember to check and act manually.
We automate, you accelerate

We'll handle the tech so you don't have to.

You don’t need to set up or learn how automation works.
Our AI agents are built to run fully hands-off, like a clone that handles the repetitive tasks for you.

Need something custom? We’ll handle it all including:

Prompt writing and optimization
Automation flow design and testing
Tool integrations
Delivery setup
Manage you maintenance and updates

What is prompt writing and optimization?

It is the process of crafting and refining instructions for AI so it understands the task, delivers accurate results, and formats the output exactly how you need it.
What we do exactly?
Understand your context and use case
Help optimize and rewrite your prompts
Test and refine outputs until it’s working perfectly

What is automation flow design and testing?

This is where we map out how your AI agent behaves: when it runs, what it checks, how it reacts, and what to do if something fails. We don’t just build it. We test it end to end.
What we do exactly?
Design the full logic and decision tree
Add fallback steps for edge cases
Run multiple rounds of testing before launch

What are tool integrations?

We connect your AI agent to the tools you already use. Email, spreadsheets, CRMs, databases, APIs, and more. Everything stays in sync without you needing to copy and paste a thing.
What we do exactly?
Identify which tools your agent needs to talk to
Set up reliable two-way connections
Ensure smooth data flow across systems

What is delivery setup?

Delivery setup means we make sure your AI’s output gets exactly where you need it. Whether that's your inbox, a Google Sheet, your Slack channel, or a CRM.
What we do exactly?
Configure where and how outputs get delivered
Format results so they’re ready to use
Schedule timing or triggers for delivery

What is ongoing maintenance and updates?

AI agents aren't set and forget. We handle updates to prompts, workflows, and integrations so your system keeps working as your needs change.
What we do exactly?
Monitor performance and catch issues early
Update logic, prompts, or tools as needed
Keep everything running behind the scenes

Let us handle it for you.

Just send us an email and tell us the task that is wasting your time and we’ll design the agent and run it in the background.

Or, enter your email and we'll send you how to get started.

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Frequently asked questions

We’ve covered the usual questions. Got a unique one? Send us an email

Can I use this on other sheets or for other workflows?

Yes. You can point this to any Google Sheet with a Status column and tweak the logic. Confirmed? Do this. Canceled? Do that. Flexible and reusable.

Do I need to write code?

Nope. The logic’s already there. If you’ve clicked around n8n or set up a basic Zap, you’re good.

Can I change the emails?

Totally. The email templates are HTML, you can customize the style, subject lines, and wording.

Built to be Cloned

This n8n automation connects to your own Reservations sheet and starts running immediately. It’s flexible enough for group tours, custom trips, or any service that needs clear follow-ups.

If you’ve dealt with missed emails, outdated ops logs, or confusion around status changes, this takes that work off your plate.

You can copy the workflow, adjust a few settings, and have it live in minutes with no fuss and no complexity.

Need help getting it live? Just ask. Fill the form or Send us an email

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{ "automation_name": "AI Agent for Tracking Reservation Status", "type": "AI-Powered Booking Status Monitor and Email Notification Workflow", "tech_stack": ["n8n", "Gmail", "Google Sheets"], "data_sources": ["Reservation tracking sheets", "Booking platforms", "Email triggers"], "output_format": ["Confirmation emails", "Google Sheets logs", "Client update notifications"], "prompt_style": "Conditional logic with email templating and data-state triggers", "use_cases": [ "Track reservation confirmations, changes, or cancellations", "Send instant confirmation or follow-up emails to clients", "Keep internal teams updated with accurate booking logs", "Remove the need for manual checking or emailing" ], "deployment": "Self-hosted in n8n using scheduled Google Sheet scans, Gmail automation, and field status logic", "tags": ["reservation automation", "AI agent", "booking status", "travel automation", "Gmail integration", "n8n", "email workflow", "ops support"] }