📌 Context & Background

This project was developed for a high-traffic modern cuisine restaurant handling approximately 40–60 table reservation requests daily across digital channels and its Wix website. Previously, form submissions were routed to an email inbox and processed manually by hostesses who logged details into spreadsheets and manually checked availability. During peak evening services, response delays occurred, leading to guest uncertainty, unsegmented customer contacts, and the risk of unrecorded booking requests. (Educational / Demo Project based on realistic business parameters).

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

📌 Problem Statement

• Manual Reservation Logging: Hostesses spent hours manually copying reservation data from email into internal spreadsheets and email marketing lists.
• Communication Bottlenecks: Delayed booking confirmations during busy service hours caused guest dissatisfaction and unorganized guest records.
• Unsegmented Guest Data: Customer preferences, dietary notes, and special occasion requests were not synced to CRM or marketing systems, preventing automated follow-ups and VIP segmenting.

📌 Solution:

• Real-Time Data Ingestion: Integrated the Wix reservation form directly with n8n via Webhooks for instant multi-channel data capture.
• Parallel Multi-Channel Dispatch: Implemented parallel execution branches to log booking details in Google Sheets, issue real-time Telegram alerts to the hostess team, and create/update records in Zoho CRM.
• AI Qualification & Intent Parsing: Utilized OpenAI API with Structured Output Parsing to analyze guest notes (dietary requirements, birthdays, VIP requests).
• Dynamic Klaviyo Email Flows: Routed qualified guests through conditional logic (Switch nodes) to automatically trigger targeted email flows (Hot / Warm / Cold guest segments) in Klaviyo.

📌 Process (Project Lifecycle)

• Discovery & Flow Mapping: Analyzed the restaurant’s guest onboarding lifecycle, mapped data fields between Wix, CRM, and email marketing tools, and established guest qualification criteria.
• Architecture Design: Designed a parallel execution workflow in n8n triggered by Wix webhooks, splitting execution across logging, CRM update, team notifications, and AI scoring.
• Implementation & Integrations: Built the n8n pipeline, connected Zoho CRM and Klaviyo APIs, configured JavaScript data editing nodes, and designed structured OpenAI prompts.
• Testing & Payload Validation: Conducted iterative webhook tests using diverse guest inquiry payloads (e.g., special dietary preferences, VIP anniversaries, simple bookings) to verify JSON schema parsing and conditional branching.
• Deployment: Configured workflow execution in a staging environment to validate real-time payload delivery across all 4 parallel branches.
• Optimization & Error Handling: Configured fallback error notifications and structured data formatting to prevent broken payloads from stopping CRM updates.

📌 Results & Validation