WhatsApp Guest Check-in Automation for Short-Term Rentals (Make/n8n) — Multi-Property

We are building a **service (SaaS-style) that we will sell to multiple short-term rental hosts** — properties that have **no reception desk** and currently onboard every guest manually (house rules, ID photo, confirmation, then door code + directions). We want to automate this **end-to-end**, and — importantly — build it so it can serve **many hosts and many properties**, not just one. Our first rollout is with a launch partner (a host), but the system must be designed from day one to onboard additional properties and hosts easily. ## The flow we want to build 1. A new booking comes in (trigger — see tech notes below). 1. The guest automatically receives a **WhatsApp message with a personal check-in link**. 1. The link opens a **self check-in page/form** where the guest: - reads and confirms the house rules, - uploads a photo of their ID/passport, - confirms a short consent checkbox. 1. **Only after** the form is completed, the guest automatically receives a WhatsApp message with the **door code + arrival directions + WiFi**. 1. Automatic **reminders** if the guest hasn’t completed check-in by a set time. 1. A **check-out message** on the morning of departure. ## Multi-tenant requirement (important) This is **not a one-off automation** — it’s the basis of a product. It must be built so that: - Each **host/property** has its own configuration (house rules, door code, check-in link, directions, languages, message timing). - Adding a new property is done via **configuration/data records** (e.g., Airtable/Supabase), **not** by rebuilding the workflow each time. - Each property’s guest data is kept **separate and organized**. ## Tech (flexible — tell us what you recommend) - **Automation engine:** Make or n8n - **Messaging:** WhatsApp Business / Cloud API (via Twilio, 360dialog, or direct) - **Check-in form/page:** Tally, Typeform, or a simple custom web page (per-property) - **Data store:** Airtable or Supabase (used for per-property config + guest records) - **Booking trigger:** start with iCal export from Airbnb/Booking.com; API integration (Hospitable/Guesty) is a plus - **Messages must support Hebrew + English** ## Deliverables - A working, end-to-end automation, live for the **first property**, **architected as multi-tenant** so more properties/hosts can be added by configuration. - The check-in form/page connected to the automation via webhook. - **Secure storage of ID documents with automatic deletion** after a set number of days (data privacy matters to us). - All WhatsApp message templates set up (we’ll provide the copy). - Clear documentation / Loom walkthrough showing how to add a new property ourselves. ## Roadmap — please build with this in mind **Phase 2 will add an AI guest-support chatbot over WhatsApp** (answering free-text guest questions automatically). Please build the message-handling layer **modularly** and store guest conversations in a **structured** way, so an AI/LLM layer can be plugged in later **without rebuilding** the system. ## Required skills - Proven experience with **Make or n8n** - **WhatsApp Business API** integration - Designing **multi-tenant / reusable / scalable** automations - Webhooks / REST APIs / form tools - Awareness of basic data privacy (handling ID documents responsibly) ## Nice to have - Experience with Airbnb / Booking.com / Hospitable / Guesty APIs - Background in vacation rental / hospitality tech - Experience integrating LLMs / AI chatbots into messaging flows ## Timeline & scope This is **urgent**. We’d like a first working version live with our launch partner within about **one week**. There is **substantial ongoing work**: onboarding more hosts, a simple dashboard, billing, and the Phase 2 AI layer. ## Budget Open to a **fixed price for the first version** or **hourly**. Please include your estimate in your proposal. ----- ## Please answer in your proposal 1. Start your proposal with the word **“YONA”** so we know you read this in full. 1. Have you built a WhatsApp Business API automation before? Share one example/link. 1. Make or n8n for this project — which do you recommend, and why? 1. How would you design this to be **multi-tenant** (many hosts/properties added by config, not rebuilds)? 1. How would you securely store ID document uploads and auto-delete them? 1. Your rough estimate (cost + timeline) to deliver the first version described above.