Coworking space · Workflow automation + AI agent · [X] weeks · [price range]

Every booking was a phone call and a wait. Now it's one form and one tap.

[Coworking space name] had a booking manager spending 10–15 minutes on every room reservation — checking the calendar, sending a form, waiting, confirming. I built a workflow that does all of it, around the clock, and leaves the manager with a single approve-or-reject tap.

15 → <1 min

per booking, end to end

1 tap

is all the manager does

[X]

bookings a month · [X × 14 min = Y] hours back

This is your situation if…

People book something from you — a room, a slot, an appointment, a table — and every booking goes through a person on chat or phone.
Half the conversations end with “that slot's taken, what about…” and start over.
Requests arrive in the evening and at weekends, when nobody is there to answer them.

The problem

A member who wanted the space called or messaged the booking manager. The manager opened Google Calendar, checked the slot, sent a Google Form, waited for it to come back, and confirmed. If the slot was taken, the whole exchange started again.

Ten to fifteen minutes per booking — all of it coordination, none of it judgement. And it only worked during the hours someone was watching the phone.

What I built

In the order it happened.

1
Moved the questions to the front.
One form captures the time slot and equipment needs up front. The back-and-forth disappears before any automation runs.
2
Instant “we've got it”.
The member hears back the moment they submit, so nobody wonders whether the request went through.
3
An agent checks the calendar.
If the slot is free, the request moves on. If it's taken, the member gets an email right away and is invited to pick another time — no human in the loop.
4
The manager gets one Telegram message.
All the details and two buttons: approve or reject. That tap is the manager's entire job now.
5
Confirmation goes out by itself.
On approval, the member gets the final confirmation email and the booking lands in the calendar.

The one message the manager sees — and the two buttons.

For technical readers: how it's built

n8n workflow triggered by a Google Form submission; an AI agent node checks Google Calendar availability; Gmail for member emails; Telegram bot with inline approve/reject buttons for the manager; calendar event created on approval. [confirm details]

n8n

Google Calendar

Gmail