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Question

Complex Booking Automation- Errors, Missing Data & Zapier Limitations - Advice welcome!

  • June 12, 2025
  • 3 replies
  • 24 views
Z

I’ve been building a Zapier automation for self-catering accommodation bookings using Bookster (a booking platform), and I’ve run into several persistent issues I can’t fully resolve. Key challenges include:

  • Zapier not detecting updates when guest email addresses are added after the initial booking

  • Inconsistent data from Airbnb/Vrbo bookings (missing emails especially)

  • Zapier delays and calendar-based triggers proving unreliable

  • Zaps showing new errors despite successful testing

  • Multiple workaround Zaps and a linked Google Calendar already in place

I’m now considering rebuilding the workflow in Make.com - but before making the leap, I’d love input from anyone who’s faced similar issues or has advice for stabilising this kind of automation in Zapier.

Any help or insight hugely appreciated!

    This post has been closed for comments. Please create a new post if you need help or have a question about this topic.

    3 replies

    Troy Tessalone
    Zapier Orchestrator & Solution Partner
    Forum|alt.badge.img+14
    • Troy TessaloneZapier Orchestrator & Solution Partner
    • Zapier Orchestrator & Solution Partner
    • 34072 replies
    • June 12, 2025

    Hi ​@ZapperDi 

    Bookster does not appear to have a public Zap app integration: https://zapier.com/apps

    Can you provide more context to give us info about how you are integrating with Bookster in the Zap.

    Screenshots are helpful.

    ⚡ Troy Tessalone - AutomationAce.com | Platinum Authorized Zapier Solution Partner | #1 Zapier Community Contributor
    Z
    • ZapperDiBeginner
    • Author
    • Beginner
    • 2 replies
    • June 12, 2025

    Hi Troy - thanks for getting back so quickly to me.   Essentially what I’m trying to do is retrieve data from a Bookster booking (2 x self catering accommodations) so that I can a) email the guest 6 days prior to their holiday with accommodation specific information, b) send a SMS/Text to  the person who puts the hamper together, to remind them of what to get.

    I realise that issues I might come across would be bookings coming through from Bookster that also include Vrbo and Airbnb, etc - and that might not provide email addresses.  Also if any bookings too far in advance might not work due to actions not able to happen over 30 days, but whatever route I take I cannot seem to generate an email (to the bookings that provided an email address) within the timeframe to the client.

    Below are the Zaps I have in place.

    The screenshot above is the Configuration of extracting the info from Bookster. 
    I can managed to get it to update the Google Calendar and to send the SMS, but it seems to fail every time at sending the email.

     

    Pic above is the Zap that should be sending the email.

    Sorry if I’ve sent you too much information.  Thanks!

    This post has been edited by a moderator to remove personally identifiable information (PII). Please remember that this is a public forum and avoid sharing sensitive details.

    Troy Tessalone
    Zapier Orchestrator & Solution Partner
    Forum|alt.badge.img+14
    • Troy TessaloneZapier Orchestrator & Solution Partner
    • Zapier Orchestrator & Solution Partner
    • 34072 replies
    • June 12, 2025

    ​@ZapperDi 
    For us to have more info about the email issue, we would need to see screenshots with how the Zap step are configured in EDIT mode showing the field mappings.

    TIP: You may want to try replacing all of the Formatter steps with 1 AI step.

    Zap action: AI by Zapier - Analyze and Return Data

    Help: https://zapier.com/apps/ai/integrations#help


    FEEDBACK

    You are may want to explore designing a different logic system.

    One that sends data to a database app such as Airtable to act as your operational data hub.

    Airtable Zap app triggers/actions: https://zapier.com/apps/airtable/integrations#triggers-and-actions

    Push data IN and OUT of the Airtable Base.

    Airtable has Views, which are segments of data that can be sorted, filtered, grouped, show/hide fields, reorder fields.

    You can use Views to trigger native Automations in Airtable or Zaps.

    Airtable Automations have native integrations with some apps like GCal, Gmail, Outlook, etc.

    ⚡ Troy Tessalone - AutomationAce.com | Platinum Authorized Zapier Solution Partner | #1 Zapier Community Contributor
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