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I'm building a Zapier automation for a self-catering client using Bookster that sends personalised pre-arrival emails/SMS 6 days before guest check-in. Due to Zapier's 30-day delay limit, I'm using Google Sheets as an intermediary to store booking data and trigger reminders.

Current setup: Daily Zap pulls all future calendar events → loops through each booking → filters by date/property → sends reminders

The problem: This approach is generating thousands of tasks monthly because it processes every future booking daily, even though only a fraction need reminders sent.

Specific issues I'm facing:

  • Massive task waste - looping through hundreds of bookings daily for just a few actual reminders
  • Missing email addresses from OTA bookings (Airbnb/Booking.com) breaking the flow
  • Update detection failures when I manually add missing guest emails

What I need help with:

  • Strategies to dramatically reduce task count while maintaining reliability
  • Alternative architectures that don't require daily processing of all records
  • Whether I should switch to Make.com or any other tool for this use case

Has anyone solved similar high-volume, date-sensitive booking workflows more efficiently?

​@ZapperDi the easiest solution here would be to use a Zapier Table instead of a Google Sheet. Actions in Zapier Tables don’t count against your task usage!

 

Thanks so much ​@DennisWF - I’ll give that a try!

Hi ​@ZapperDi,

 

Please keep us posted on the progress so we can assist you further when needed. Thank you.

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