Automate Accommodation Form Workflow

Every day I need our accommodation paperwork to flow smoothly from first email through to final signed PDF. Here’s what the process currently looks like and what I want you to take over and streamline.

First, the daily shuffle: whatever is in today’s “move-in” folder should be transferred to the “move-out” folder, and vice-versa, so the file structure always reflects our live status.

Second, new arrivals: an email hits my inbox with flight or ticket details. I already have an email-parsing tool connected, so you’ll open that feed, pull the guest’s name, arrival date, and any special notes, then drop that data straight into our room-allocation Excel template. From there you’ll assign the most suitable room, making sure capacity rules are respected, and immediately update the master accommodation-registered-occupancy report.

Third, paperwork: whenever someone moves in, moves out, or just changes rooms, you’ll spin up the correct form in PDF, apply digital signatures if they’re required, and save the final copy in the handover folder. Once the PDF is safely stored, double-check that the occupancy report reflects the change.

That’s the full loop: parse the email, allocate the room, create and sign the PDF, move the files to the right folders, and keep the occupancy sheet perfectly up to date. If you’re detail-driven and comfortable working in Excel, PDFs, and an email-parsing dashboard, I’d love your help keeping our accommodation records bullet-proof.