Hi all, 👋
I’m Raoni, an Airbnb host, and the Zapier Community already helped me a lot with my automations ! 😊
Today i’m back because i need to build a zap that will allocate a locker (for luggage deposit) to my guests.
As usual, sorry for my english...
Context :
I have 2 lockers with code lock.
Before their stay, my guests fill an online check-in form and indicate if they’ll need luggage deposit on arrival, departure or both.
Guests might fill the online check-in form several times.
Guests might fill the online check-in form in non-chronological order (IE : guest 3 fills the form before guest 1, and guest 1 does it before guest 2)
What is my workflow :
When new booking is made a zap fills my Gsheet data base with all the booking informations (booking number, name, dates, phone, etc...)
When guests fill the online check-in form another zap updates the Gsheet data base with the informations provided by the guests (beds needed, arrival time, departure time and if they’ll need luggage deposit).
A third zap creates a google calendar event for each booking with all the details that could help the cleaning lady or myself for welcoming the guests.
All of this works great.
Objective :
The zap will grab the webhook from the online form.
Zap will allocate the guest a locker.
Let call it “Locker 1”.
Zap will then allocate the other locker to next guest on the planning.
Let call it obviously “locker 2”.
Where am I ?
To allocate the lockers I choosed to modify the second zap which is trigerred by the online check-in form for 2 reasons :
1. That’s where i get the info if the guest will need the locker.
2. I have bookings until next March but the guests usually fill the online check-in form 1 week before the stay.
That means the zap will alsmost immediately take effect.
If it was triggered by the new bookings, i would have to update manually all the previous bookings.
So, for now the zap works like this:
The steps already in place :
- Trigger : Webhook GET from the online check-in form.
- Action : Lookup Ghseet row after the bookingID
- Action : Update Gsheet row - Zap fills the guest row from my Gsheet booking data base with the informations provided bt guest in the form.
The steps i was thinking to add : (+creation of new Gsheet database called “Luggage deposit”)
4. Filter - Zap only continues if field “luggage deposit” on arrival OR departure is “YES”
5. Action : Lookup Gsheet row after the bookingID
6. FILTER - Only continue if booking ID doesn’t exists in “Luggage deposit” data base.
7. ACTION - Create new Gsheet row with cell 1 = booking ID cell 2 = Locker 1 (that action will allocate the locker 1 to the guest booking ID)
From now i’m stuck… I guess i could find a way so the zap allocates locker 1 first time it runs and locker 2 the next time but it won’t work.
If guest 2 fills the form before guest 1 he will have locker 1.
Then guest 1 fills the form and gets locker 2.
Then guest 3 fills the form and gets locker 1
Guest 2 and 3 will have the same locker (locker 1). If they arrive and leave the same day that’s a problem.
I also thought, i could trigger the zap from the Gcalendar events.
5 days before the stay, it triggers a new zap.
Zap creates Gsheet row in the “luggage data base” alternatively with locker 1 or 2. That way i’m sure the lockers are given in chronological order no matter if the guest asked for luggage deposit or when he filled the form.
Questions :
What would be the best way to alternatively insert 1 or 2 in the Gsheet cell ? (lookup spreadsheet row above ?)
Do you think of a better solution than using the Gcalendar trigger ?
Any great idea on how dealing with it ?
That’s all falks, thank you for reading me and sorry for the long post but the more informations the better i guess.
Let me know if there are missing or unclear informations.
Have a great day 🤗
Raoni
