📌Context:

A fine dining / modern cuisine restaurant offering online table reservations via a Wix website. Previously, all form submissions were routed to an email inbox and processed manually by the hostess. This led to delays during peak evening services, a lack of instant booking confirmations for guests, and the risk of lost reservations during high-traffic hours.

📌 Tech Stack: n8n Wix OpenRouter Zoho CRM Google Sheets Telegram Bot API Klaviyo API.

📌 Problem:

• Manual Booking Processing: The hostess manually checked table availability and processed reservation requests from email, leading to long wait times for guest confirmations.
• Risk of Overbooking: Processing bookings by hand during peak dinner hours created a high risk of double-booking tables or missing special guest requests.
• Unsegmented Guest Data: Customer preferences, contact details, and booking histories were not synced to a CRM or email marketing system, preventing automated follow-ups and VIP segmenting.

📌 Solution:

• Automated Data Ingestion: Integrated the Wix reservation form directly with n8n via Webhooks for instant real-time data capture.
• Instant Notifications & Backups: Implemented parallel data dispatch to automatically send instant alerts to the hostesses' Telegram channel and log booking details into Google Sheets.
• CRM Registration: Automatically creates and updates customer profiles in Zoho CRM to keep all guest contact data and reservation histories organized.
• AI Qualification & Intent Parsing: Utilized the OpenAI API (LLM) with a Structured Output Parser to analyze guest notes (e.g., dietary preferences, special occasions, VIP status).
• Dynamic Klaviyo Segmentation: Routed leads through a Switch node to automatically assign guests into targeted Klaviyo email flows based on their qualification (Hot / Warm / Cold).

📌 Process:

• Data Normalization: Raw payload from the Wix reservation webhook is captured and formatted using custom JavaScript logic and Edit Fields nodes.
• Multi-Channel Dispatch:
  • Appends reservation details into Google Sheets for record-keeping.
  • Formats and delivers instant booking alerts to the team's Telegram bot.
  • Automatically creates or updates customer records inside Zoho CRM.
• AI Qualification: Passes guest inquiry notes to OpenAI API (LLM) paired with a Structured Output Parser to evaluate guest status and intent.
• Automated Routing: Evaluates customer state via conditional logic (If / Switch nodes) and assigns the contact to specific Klaviyo lists (Hot, Warm, Cold) for tailored email automation.

📌 Results:

• Time Saved: Reduced average booking processing time from ~15 minutes manually to <5 seconds automated (100% reduction in manual reservation logging between Wix, Zoho CRM, and Klaviyo).