Coworking Space Booking
Every room reservation required a back-and-forth conversation that nobody had time for. Now the entire process runs in under a minute - without anyone lifting a finger.
n8n
Telegram
Google Calendar
Gmail
The Challenge
Members who wanted to book the coworking space had to call or message a booking manager, who would then manually check Google Calendar for availability, send a Google Form, wait for it to be filled in, and confirm the booking. If the requested time slot was unavailable, the whole conversation started again. Each booking took 10–15 minutes of the manager's time - time that was entirely spent on coordination, not on anything that required human judgment.
How we approached it
- 01
Redesigned the booking entry point: all members are directed to a single Google Form that captures the requested time slot and equipment needs upfront - eliminating the back-and-forth entirely.
- 02
Built an n8n workflow triggered on form submission that immediately sends a confirmation that the request is being processed.
- 03
Integrated an AI agent that checks Google Calendar in real time against the requested time slot.
- 04
Configured instant email responses for both outcomes: if unavailable, the member is notified immediately and invited to choose another slot; if available, the request moves to the next step.
- 05
Built a Telegram notification to the booking manager with all relevant details and a one-click approve/reject interface - the manager's only required action.
- 06
Automated the final confirmation email to the member upon manager approval.
What we achieved
- Booking process reduced from 15 minutes to under 1 minute end-to-end
- All back-and-forth communication eliminated through upfront form design
- Real-time Google Calendar availability checking via AI agent
- Instant automated email responses for both available and unavailable slots
- Booking manager's role reduced to a single Telegram tap to confirm or reject
- System operates outside working hours without any manual intervention
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