Real-time guest logistics workflow that validates RSVPs, logs confirmed water taxi guests into the event manifest, and sends after-hours Discord alerts to the Project Manager for arrivals after 5:00 PM, keeping event ops informed without manual monitoring.
n8n · workflow canvasproduction build
Context
Event teams had to manually review guest RSVPs, verify water taxi transfers, update manifests, and watch for late arrivals after business hours, which increased the chance of missed notifications and delayed coordination.
Approach
Built two interconnected n8n workflows: the main pipeline validates and normalizes RSVP data, filters for confirmed water taxi guests, classifies transfer slots, appends approved records to Google Sheets, and sends Discord alerts for arrivals after 5:00 PM; a separate error handler posts formatted failure notifications to Discord.
Architecture
Webhook POST (guest RSVP)
Validate + normalize
Gate 1: confirmed + water taxi?
No: stop
Yes
classify transfer slot
Format row
Google Sheets append
Gate 2: after 5:00 PM?
No: stop
Yes
format alert
Discord PM alert
Error Trigger
Format failure alert
Discord failure notification
Results
~2 hrs/weekManifest update time saved
Instant, down from manual checkLate-arrival alert time
