Holiday Concierge Chat Bot

Summary We need a simple, reliable WhatsApp-based AI chatbot built for a private holiday group of guests. Instead of guests asking the host or staff a million questions, they message a WhatsApp number and the AI answers instantly. The bot must: Answer questions from a static knowledge base (WiFi, addresses, contacts, house info, etc.) Pull from a live Google Calendar so schedule answers are always accurate Support a broadcast/announcement feature so we can push updates to all guests (e.g. “Boat departs in 90 minutes”) This is not a complex long-term product. We need something simple, solid, and working within 1–3 weeks. Reliability matters far more than features. Functional Requirements 1. WhatsApp Interface Guests message a single WhatsApp number Bot responds in natural language within a few seconds Works on any smartphone — no app download or login required for guests 2. AI Responses Powered by the Claude API (Anthropic)System prompt contains the static knowledge base (see below) For schedule/timing questions, the bot queries the live Google Calendar before responding Responses must be concise, clear, and warm in tone 3. Static Knowledge Base A document (Google Doc or similar or notion) somthing easy to maintained by us Covers: WiFi credentials, property addresses, contact numbers, emergency info, house rules, restaurant/venue info, dress codes, dietary notes Developer to build a mechanism to refresh this into the system prompt (daily refresh is fine — this content rarely changes) 4. Live Calendar Integration Google Calendar API integration Calendar is managed by our PA team in real time When a guest asks “what time is the boat?” or “what’s happening tomorrow?” the bot reads from the calendar and responds with current, accurate information Must handle updates — if a time changes an hour before, the bot reflects it immediately 5. Broadcast / Announcement System Ability to push a message to all registered guest WhatsApp numbers simultaneously Triggered by a simple interface — ideally a basic web dashboard or a WhatsApp message to an admin number that then broadcasts out Example use: “ Reminder: Boat departs in 90 minutes. Meet at the south jetty.” 6. Guest Registration Simple mechanism to add/remove guest numbers (admin-only) A list of WhatsApp numbers that are authorised to use the bot and receive broadcasts Tech Stack (Required)Component Technology WhatsApp interface Twilio WhatsApp Business API AI Claude API (claude-sonnet-4-20250514) Calendar Google Calendar API Static knowledge Google Doc or notion (refreshed daily or on-demand) Automation/glue n8n (preferred) or Make.com Hosting Railway or Render Broadcast dashboard Simple web page or admin WhatsApp number trigger We are open to minor deviations if you can make a strong case, but please do not propose a completely different stack without discussing first. What We Are NOT Looking For A mobile app A complex CMS or content management system A multi-tenant SaaS product Anything that requires guests to log in or download anything Over-engineered solutions — simplicity is the goal Deliverables 1. Working WhatsApp bot connected to Claude API and Google Calendar 2. Static knowledge base integration (Google Doc → system prompt) 3. Broadcast/announcement feature with admin trigger 4. Guest number management (add/remove from authorised list) 5. Basic setup documentation so our team can update the knowledge base and manage the guest list independently 6. Handover call (30 mins) to walk us through how it all works Timeline We need this live within 10–14 days of project start. Please only apply if you can commit to this. Budget Fixed price preferred. Please quote based on the scope above. We are not looking for the cheapest option — we want someone who will deliver a clean, working build on time. About You — What We’re Looking For Proven experience with Twilio WhatsApp API Proven experience with LLM API integration (Claude or OpenAI) Experience with Google Calendar API Comfortable with n8n or Make.com workflow automation Clean, readable code with basic documentation Responsive communicator — we need quick turnaround on questions Show us something you’ve built before in a similar space (chatbots, automation, API integrations) How to Apply Please include in your application: 1. A brief description of a similar project you’ve completed 2. Your proposed approach (2–3 sentences) — how would you structure this? 3. Your fixed-price quote and timeline 4. Any questions you have about the scopeApplications that don’t address the above will not be considered.