PG Guest Onboarding & Booking Automation with AI

Main use cases:

1. Automate PG room booking via WhatsApp without manual intervention.
2. Check real-time room availability before confirming bookings.
3. Store and manage guest bookings in Google Sheets.
4. Allow users to update or cancel bookings easily through chat.
5. Provide instant AI-powered responses for PG queries and support.

How it Works:

This workflow automates PG guest onboarding, booking management, and customer communication using AI, making it ideal for PG owners, hostels, and rental businesses.

1. WhatsApp Message Trigger

• A customer sends a message on WhatsApp.
• Twilio captures the incoming message and triggers the workflow.

2. AI Assistant Interaction

• The message is processed using OpenAI.
• The AI assistant:
  • Responds to general queries
  • Shares PG details (rent, facilities, rooms)
  • Guides users through the booking process

3. Booking Details Collection

• When a user wants to book a room, AI collects:
  • Name
  • Phone number
  • Check-in & check-out dates
  • Number of people
  • ID proof
  • Room number

4. Room Availability Check

• The workflow fetches existing bookings from Google Sheets.
• It checks:
  • Same room number only
  • Date overlap conditions
• If the room is unavailable, the user is asked to choose another room.

5. Booking Validation

• The system ensures:
  • One booking per phone number
• Prevents duplicate or conflicting bookings.

6. Save Booking in Google Sheets

• If available, booking is saved with:
  • Booking ID
  • Guest details
  • Room number
  • Total days
  • Rent amount
  • Payment status

7. Booking Confirmation

• User receives a confirmation message on WhatsApp with:
  • Booking details
  • Total rent
  • Stay duration

8. Booking Update & Management

• Users can:
  • Update booking dates
  • Modify number of people
• AI recalculates rent and updates records in Google Sheets.

9. Retrieve Booking Details

• Users can request their booking info anytime.
• System fetches and sends details based on phone number.

Automate Your PG Business with AI:

Streamline your PG or rental operations with our AI Automation Services, designed to reduce manual work and improve customer experience.

You can also explore our n8n Workflow Automation Services to build custom booking systems, automate communication, and manage your business effortlessly.