Reservation and function bookings at bars and pubs involve receiving customer requests, checking availability, and recording details across multiple disconnected systems.
Automation captures booking requests through a single form, instantly checks real-time availability, confirms customers automatically, and synchronizes all data across calendar and management systems. Staff spend minutes on exceptions rather than hours on routine data entry.
The full workflow, from trigger to completion.
Customer submits a booking request via an online form embedded on the venue website or shared via email. The form captures name, phone, party size, date, time, and special requests.
The automation queries in real time to see if the requested date and time slot is free. It cross-references the party size against the venue's table capacity rules stored in a configuration sheet.
The automation evaluates the availability check result. If the slot is free, it confirms the booking. If not, it generates a list of alternative dates and times within the next 7 days and asks the customer to choose.
Once confirmed, the automation creates a event for the booking with all details: customer name, party size, special requests, and a unique booking reference number.
The automation writes the booking record to a master Google Sheet with all details, timestamp, and status. This becomes the single source of truth for all reservations.
The automation sends a professional confirmation email to the customer from a venue email address, including the booking reference, date, time, party size, and cancellation policy.
The automation posts a summary of the new booking so the team is instantly aware. For large parties or functions, it flags the booking as requiring special setup.
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