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Sample automation
Every enquiry answered, even at 11 pm on a Saturday.
A sample workflow for wedding and event venues. Each website enquiry is logged, the date is checked, the couple gets an instant reply and the coordinator gets everything needed to follow up.
Built for
Wedding and event venues
Trigger
A website enquiry
Tools
n8n · Google Sheets · Calendar · Gmail
Status
Sample build by ARKIELLO, not client work
The problem
The couple who booked elsewhere.
Picture a couple planning their wedding late on a Saturday night. They send enquiries to three venues. The first venue replies on Monday morning. By then the couple has already toured somewhere else, because that venue answered on Saturday night.
Most venues do not lose these couples because of price or photos. They lose them in the gap between the enquiry and the first reply, and in enquiries that sit in an inbox because nobody was sure who should answer. This sample closes that gap.
See it run
Press play on the workflow.
This is a simulation with made-up sample details. In a real setup each step runs in your own accounts.
Simulation with sample data · nothing is sent
Trigger: a couple sends the website enquiry form on Saturday at 11:12 pm, for a wedding on 14 February 2027 with about 120 guests.
- Website formEnquiry received
- Google SheetsLogged in the enquiries sheet
- Google CalendarDate checked against booked events
- GmailInstant reply to the couple
- Team alertCoordinator notified
- Follow-up timerReminder if no one replies in 24 hours
Logged, answered and assigned in seconds, late on a Saturday, with no one at a keyboard. The coordinator takes it from here.
How it works
Each step, in plain language.
1. Capture the enquiry
The website form sends the details to n8n through a secure webhook the moment the couple presses send.
2. Keep one list
Every enquiry becomes a row in a shared sheet or CRM, with a status your team updates: New, Contacted, Viewing, Booked or Lost.
3. Check the date
The requested date is compared with the events calendar, so the coordinator knows whether it looks open before replying. The automation never confirms availability to the couple on its own.
4. Reply straight away
The couple receives a reply your team wrote and approved, with the brochure and the next step. It is sent from your own email address.
5. Alert the right person
The coordinator gets the details by email, Slack or Telegram, so nothing waits in a shared inbox.
6. Never let one slip
If the status has not changed after 24 hours, the coordinator is reminded. The owner can get a daily list of enquiries still waiting.
What stays human
Automated where it helps. Personal where it matters.
We commit to
- Logging every enquiry in one place
- The first acknowledgement, from an approved template
- Checking the calendar before anyone replies
- Reminders, so no enquiry is forgotten
We won’t
- Confirm a date or a price automatically
- Replace the personal follow-up call or message
- Write anything to a couple that your team has not approved
This is a demonstration built by ARKIELLO to show what is possible. It is not a client project and it reports no client results. Your version would use your own form, calendar, email and team.
Other samples
More workflows to explore.
Your version
Tell us the task you repeat every day.
Describe how it is done today and which tools you use. We will map the steps and tell you what can run on its own before anything is built.