CASE STUDY · WORKFLOW AUTOMATION
Hostfully — Vacation Rental Automation
A suite of n8n automation workflows being built to eliminate manual guest communications, keep bookings in sync, and automatically schedule cleaning crews — so the property manager can focus on growing their business instead of managing inboxes.
THE PROBLEM
Every booking triggered hours of manual work
Each new Hostfully booking meant manually sending guest welcome messages, updating a spreadsheet, notifying the cleaning crew, and tracking checkout times. Any missed step created unhappy guests or unclean properties.
- ✗Guest messages sent manually — hours after booking
- ✗Cleaning crew notified via text, easy to miss or forget
- ✗Booking data siloed in Hostfully, not visible to the team
THE SOLUTION
Automated from booking to clean
Built a set of n8n workflows triggered by Hostfully webhooks — guests receive perfectly timed messages automatically, the cleaning crew is scheduled the moment a booking is confirmed, and all booking data flows into a shared team dashboard in real time.
- Guest welcome, check-in, and checkout messages sent automatically
- Cleaning crew scheduled via webhook on every new booking
- Booking data synced to Google Sheets for full team visibility
0%
Projected reduction in manual work
0
Planned automated workflows
0 hrs
Expected hours saved per day
WHAT WAS BUILT
Three core workflows
Automated Guest Messaging
Triggered on booking confirmation, check-in day, and checkout day. Guests receive perfectly timed, personalised messages with property instructions, check-in codes, and checkout reminders — zero manual effort.
Booking Sync & Dashboard
Every Hostfully booking webhook triggers an n8n workflow that writes structured booking data to a shared Google Sheet — giving the entire team real-time visibility into upcoming reservations, guest details, and stay durations.
Cleaning Crew Scheduling
On checkout day, an automated workflow notifies the cleaning crew with property address, checkout time, and any special notes. No more manual texts or missed cleans between back-to-back bookings.
TECHNOLOGY
Built with
⚡ Automation Layer
🏠 Integrations
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