WORKFLOW + PROMPT Sector: Travel

Automated client management

Notion database, personalized emails by Claude Haiku, orchestrated by Make.

The context

Travel client needed to automate discovery meeting management. Each booking triggered manual actions. Generic emails didn't match premium positioning.

The need

Automate the entire booking flow while keeping personalization. Haiku generates unique sensory and cultural destination descriptions with a concierge tone—no superlatives.

Interactive workflow diagram

Scenario 1 — Automatic confirmation

1

Webhook Booking received

The webhook captures the booking in real time, triggering the entire workflow.

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The webhook receives booking data with client information, destination, travel dates, and preferences. This initiates the automated sequence without manual intervention.

2

Google Calendar Google Meet link creation

The Google Calendar API is called to create a discovery meeting slot and generate a unique meeting link.

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A calendar event is created with predefined duration and availability rules. Google Meet automatically generates a video conference link, which is then embedded in the client's confirmation email.

3

Notion Client record retrieval

The Notion database centralizes all client records, booking history, and personalization preferences.

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The workflow queries Notion for the client profile, including past trips, preferences, communication style, and any special requirements. This data feeds into the personalization layer.

4

Claude Haiku Personalized message generation

The prompt is calibrated with precise constraints: formal address, no greeting or signature, only the destination description.

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Haiku receives the destination, client name, and context. It generates a unique, sensory-rich paragraph describing the destination with cultural nuance and a premium concierge tone. The output is deterministic: no superlatives, no marketing language, just authentic insight.

5

Gmail Confirmation email to client

The email integrates Haiku's personalized message, the Google Meet link, and all booking details.

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A richly formatted HTML email is sent to the client with their name, destination details (personalized by Haiku), the calendar invite, and the Google Meet link. Tone matches the premium positioning.

6

Gmail Internal notification

The team automatically receives new meeting details, booking summary, and client contact information.

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An internal email alerts the team with the client name, destination, meeting date/time, and Google Meet link. This ensures the team is prepared before the discovery call.

Scenario 2 — D-1 Reminder

1

Notion Search tomorrow's meetings

The query filters on three criteria: meeting status is "confirmed", scheduled date is tomorrow, and reminder not yet sent.

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A scheduled Make scenario runs each evening. It queries the Notion database to find all confirmed meetings scheduled for the next day that haven't received a reminder yet.

2

Gmail Reminder email

Short and direct: meeting time, destination, and Google Meet link. Sent to both client and team.

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A concise reminder email is sent the day before. For clients: meeting details and link. For the team: same details plus any last-minute notes from the Notion database.

3

Notion Record update

The meeting record is updated with the timestamp of the reminder sent and its status marked as "reminder_sent".

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After the reminder is sent, Make updates the meeting record in Notion to mark that the reminder has been delivered. This prevents duplicate reminders and provides audit trail.

Why Make rather than a dedicated server

Client autonomy: visual workflow, can ask Claude for help modifying. No deployment, no infrastructure maintenance. The client owns the system immediately and can iterate without developer dependency.

Why this level

Workflow complexity (multiple APIs, conditional logic, scheduling) requires orchestration beyond a simple prompt. But a full custom backend would be overkill and lock the client into dependency. The right level: Make + Claude Haiku for the creative personalization.

Similar need? Book a meeting