Final Project- Feedbacks

Please read my general feedback first.

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You seem to have put little effort into this project. Giving you feedback on it seems to be a waste of time. I have to mention that I have already talked to Gabriel in person regarding his lack of involvement in the project. I hope you will do better this week.

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Your documentation :

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* Doesn’t contain the required sections

* Doesn’t contain a Loom Video demonstration.

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Client Need & Data Structure :

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Please refer to general feedback. Your final submission must contain Links/scren captures of your database design + the necessary links to inspect your Airtable base.

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Workflow structure :

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* First workflow design is unrelated to the Hotel Event Management project.

* Second workflow design is not the right one either.

1. Booking scenario

* Why have you decided to use a mailhook and not a GMAIL Module to trigger your scenario ?

* On what basis do you filter out emails that contain incomplete information ?

* How/when do you extract information from the received email in a structured way ?

* What information do you need to get from in Airtable in order to verify that you can book a space ? I see only one Airtable Module.

* What is the process for suggesting an alternative

* What records need to be created or updated in order for you to create a complete booking ( with all services and necessary links) in your database ? Why do I see only one Airtable module in the booking creation phase ?

* When and how do you calculate the total price ?

* How do you compose the booking confirmation email ? Based on which inputs ?

Please read my general feedback first.Take advantage of this remaining week to finalize your workflows and test your make scenarios in real conditions ( with usable data in your airtable base)

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Client Need & Data Structure :

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* If the hotels contain the spaces, they are the parent entity. The should contain the space_id Foreign key, not the other way around. The structure is : Hotel>Spaces>Bookings

* How do you handle price monitoring, updates and history with this Database Schema ?

* What made you group all the booking complements in one table ? They are very different in nature ( disposable materials, staff, technical items…)

* You are confusing event and booking. Please stick to one term. An event has multiple bookings, but a booking has only one space. Because of this, there is no need to create a junction table called Booking_Space. Booking and Space do not have a many-to-many relationship.

* Wifi and Basic A/V package are included in all spaces by default. What made you choose to use Boolean fields for them anywyay ? If you’ve seen fit to use this field type for Wifi, why not use it for the HDMI connection?

* Why did you choose to go with “Event date”, “start time” and “duration in minutes” instead of simply going with “start date” and “end date”? and despite the fact that the instruction specified that the events would be booked daily and not on an hourly basis ?

* How do you check for space availability using this table design ? If you insist on keeping this model, please share the formulas/columns you use to verify if a room is available.

* Where does the total price of the booking at the time of booking live in this database ? How do you calculate it ?

* Does it recompute each time the space /service prices are updated? If yes, this should be fixed. The price of a booking must remain constant.

* Saving the email in the Database is a nice touch. However, it’s not the same as a “special request” field.

* How does the system determine what counts as a special request ?

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Workflow Structure : Documentation is not accessible

Please read General Feedback.

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Database design :

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* In your database schema, you have a special requests field. How does your AI determine what information from the email counts as a request versus a standard booking detail?

* Why did you include fields for start time and duration in your bookings table when the project instructions specified that bookings are on a daily basis?

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Price monitoring Workflow :

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- What are the first Airtable Module's input? It's not clear to me what you use it for and why it is placed right after the HTTP Module. Which table are you searching, and why? Please rename your modules.

- Please show the output of the OpenAI module and the prompt you used.

- In the advanced settings of the OpenAI module, you can set the output format to JSON. This will make the parse JSON module useless.

- Why do you need a router if you have only one filter? A filter is sufficient if you have only one option ( yes or no)

- Please show the results in your Airtable base: what records have been created? How will Kaleigh and her team use it? How will the prices of the Hotel chain's spaces be updated? Will they have to update them manually? If yes, why not automate it yourself? ( You have a tutorial in the Coda Doc here : https://youtu.be/89X72uxxno4?si=w6LBsmfcaU3ImDAF

- Why do you think it is useful for the client to know if the variation is above 5% Why 5 ? Why not 10 ?

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Automated Booking Workflow :

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- Please rerenamebame your modules

- Please show your OpenAI Module prompt and output.

- What value do you filter to know if the data is incomplete? What data do you need to determine that an email has incomplete data? Please show the details of your filter.

- How do you determine if a room is available? Which table do you search? Using which formula ? What if a client doesn't specify a room but wants a certain number of guests? How do you handle that? How about when requested staff or services are not available?

- Can you clarify what the two Airtable modules after the first router are for? What is each one checking?

- How do you manage to create a booking using only one Airtable module when you have junction tables, which means you have to create records in up to 3 different tables depending on the booking request? This means that, as is, you can only create bookings without amenities, staff, or services.

- Please show the result in the database: how is the total price calculated? Does it stay the same when the room price changes?

- Show the confirmation email: How do you display the booking details? What if the bookings have services or staff, or materials, what if it they don’t have any ?

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At this time, I cannot say your scenario is functional.

No submission

Please read General Feedback.

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Very important : Make sure a client can book a space with more than one services/assigned staff/Material type.

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Client Need & Data structure :

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* In your database schema, please distinguish clearly between elements that belong to the database itself and those resulting from Airtable features (Lookup, Rollup, Formula fields). The latter should not be presented in the same way as core database elements.

* When naming your fields, ensure that the client can easily understand what they refer to. Try to use the client’s own vocabulary (e.g., services, staff, etc.).

* How does this database support multi-booking event ? Since the event names are hardcoded, how do you make sure there’s no data duplication ?

* What is the purpose and use of the “Pricing Model” and “Category” fields in the “Catalog” table ?

* How do you calculate the total price ? How do you verify that the total price is corresponds to the correct total price at the time the booking was created ?

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Workflow Structure

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* How do you make the scraping scenario useful for the client? At the moment, it seems the client has to go into your table, review daily price variations, and manually calculate each room’s price. Should this not be automated? In that context, is keeping the price log table separate the most relevant design choice? Also, if you update the same record every day without storing past values, can it really be considered a price log? How would the client track variations over a week or a month?

* How do you ensure that price calculations remain accurate from one day to the next?

* How would you handle errors? For instance, what happens if a location disappears from the page, if a room has an empty or zero price, or if the page is temporarily unavailable?

* In your workflow schema, you indicate that the booking workflow can be triggered in two ways. Could you show how these two scenarios are handled concretely in Make?

* How do you handle a request with more than three services?

* The Loom video does not demonstrate that the booking has been created in Airtable.

* Please make sure your Loom video clearly shows that the booking record, along with all necessary linked records, has been created at the end of the scenario.

Please read General Feedback.

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Client Need & Data Structure :

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* Please provide link or screenshot to your database schema

* Complete your database schema with all the fields, not just the key fields

* Please follow the convention to represent your entities( A table with each row corresponding to an entity)

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Demo :

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1. Booking Scenario :

* What if a client doesn’t use the word booking in his subject line ( which is more than likely to happen in most cases) ? How do you filter the relevant emails ? ( Clue : look at what your classmates have done)

* The structured Json output from the OpenAI Bundle lacks some key values. Some bookings cannot be processed using your automation.

* What happens if the client already exists in the database ? Do you create a new client record for each new booking?

* How do you calculate the price of complementary services ? I don’t see a module that searches them or that creates linked services in the Booking_services table.

* Please show : the final email you are sending the client + how you generate that email

Please read General Feedback first.

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Database design :

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- What is the use of the "Status", "Attachments", and "Attachment..." fields in your Hotels tabele ? You can delete them if they aren't used. Same for Booking8Services. Make sure the issue is not present in another table.

- Same for rows that empty rows are empty. You can delete them. It will only make your client's work harder if you keep them in.

- What if I have several hotels in a city, and I want to aggregate the revenue per city? Isn't there a risk of data inaccuracy if the city names are hardcoded ? Isn't it better to create a Single Select field or another table to handle city data?

- How do you update the prices in the "Rooms" table ? Do you rewrite ? If so, where do you keep a history of prices ?

- Why is the name of the company the primary key in the client's table? What if an individual wants to book a room ? Their primary key would be empty, and you wouldn't be able to identify the client.

- What if several people work at the same company ? How do you filter records by company while ensuring consistency in spelling or format? Where do you store complementary information about the company ?

- Why is it that only some clients have a contact? How would the team communicate with them without a contact?

- How come the quantity is the primary key for services ? How can you distinguish between two records that have the same quantity ? Shouldn't the primary key be the name of the service ?

- You have a "Status" field in the booking table. You say that it is set as confirmed if the room is available. But : Why would a booking even be recorded in the database if the space is not available ? This doesn't seem to be necessary. Unless confirmed means "All the linked records have been created". There are other useful uses of a "Status" field, but this is not one of them.

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Booking Automation Scenario :

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* Why not send the client a message if their info is incomplete?

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- What is the configuration and the output of the OpenAI module ?

- How do you filter if the email info is incomplete ?

- You don't need a "Parse JSON" module the OpenAI module is correctly configured. Please check the advanced settings of the OpenAI module.

- What happens if room or service prices change over time? Does the booking price stored in the database change as well ? If so, we have a problem. The price should be fixed.

- How do you generate the email ? What happens if a client doesn't request services ? Will the email have the same outline ? Show the configuration of your modules.

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- If this is the first time a client contacts you, when do you create the client record ? And if the client is already in your database, do you retrieve their record, or do you create a duplicate ?

- Please name your modules so I know which tables you are searching/updating with your Airtable Modules.

Please read general feedback first.

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Booking Automation Scenario:

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* Have you tested this scenario with different types of emails? For instance, emails that contain only the number of guests but not the room names, or emails that mention services using terms that differ from those in your database?

* Normally, if your OpenAPI module is properly configured, you do not need a Post JSON module afterward. Have you configured the advanced settings and set the output as a JSON object?

* What filter do you use to determine whether an email is incomplete? What value allows you to check this?

Why not send an email directly to the client asking for further information? I think there was room for more creativity here.

* Why do you need an Airtable module to check whether the requested room is in the database? If your prompt is written correctly, it should only return rooms that are actually in the database. If a client requests a room capacity that is not available, you should simply send an email explaining that you do not offer rooms with that capacity.

* How do you check whether a room is available on a specific date? Please show your Airtable formula configuration.

* What if your client wants more than three add-ons? How do you handle that? This currently limits the number of services a client can request, so please update your workflow to accommodate this.

* Also, please use the terminology provided by the client. Your client is not supposed to know what “add-ons” means.

* Your booking confirmation email is not very user-friendly and does not include the prices of the add-ons. There is no price breakdown here; you only show the total price.

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Price Monitoring Scenario

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* If you update the same record every time prices change at a location, how do you track all changes over time?

* How is your client supposed to use this automation? Are they expected to update each local price based on the variation you calculated manually? If so, is that really practical for them? If not, why don’t you automate the update of room prices for the Gaïa hotels?

Documentation is not accessible.

Please read my general feedback first.

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Database Structure:

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* A booking can only have one space. Normally, you book one space at a time. This means you do not need a junction table between the Booking and Space tables, since the relationship is one space to many bookings.

* If you have chosen to manage the relationship between bookings and amenities through a junction table, why is there no step involving this junction table in your booking creation workflow? How do you ensure that the amenities requested by a client are linked to the space they requested?

* If you have chosen to manage the relationship between bookings and services through a junction table, why is there no step involving this junction table in your booking creation workflow? How do you ensure that the requested services are linked to the booking in the database?

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Booking Automation:

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* When I look at your OpenAI module prompt, I see that you need the exact name of the room in the email in order to identify it. This means that if I misspell the room name, or if I do not know which rooms are available and simply request a room where I can dine and host 30 guests, your automation workflow cannot handle it. I think you should fix this and make sure your prompt can handle imprecise requests. Otherwise, most incoming emails will be treated as incomplete even when the client provides all the necessary information.

* How do you check whether a room is already booked for a specific period? What formula do you use in your Airtable module?

* Do you create a new client for each booking? If the client already exists, do you duplicate the information in the database?

* How do you calculate the total price of the booking? Does the booking price change when the service and room prices change? If so, please solve this problem, because the price must be fixed.

* Make sure your confirmation email includes the total price and a detailed price breakdown showing the cost of each individual component.

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Price Monitoring Automation:

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* In your OpenAI module, there is a JSON object structure that contains the key “previous price.” However, the OpenAI module cannot know what the previous price was unless you place an Airtable module before it. Tell me how you expect the OpenAI module to fill in this “previous price” value.

* Why do you need two different modules to update your Airtable database depending on whether the price has decreased or increased? Why can’t you use a single Airtable module to make this update?

* Why do you update the team only when the price has not changed? Wouldn’t it be more useful to inform them when the price has decreased or increased?

* To know the previous price, you need to save it in your database. This means that every time you fetch prices from the webpage, you should create a record in Airtable to store that price. That stored price then becomes the previous price the following day. You therefore need to search your table for the most recent record with the same location and room type. That is where you get the previous price. You will also need to store the date and time in your Airtable table so that you can sort the records and select the most recent price monitoring entry. That is how you obtain the previous price.

* It is a good idea to calculate the price variation directly in Airtable instead of using the Make Set Variable module. However, as you said, you first need to have the previous price. Then you need to create the competitor price log record, and only after that can you update your own prices.

Please read my general remarks. The price monitoring automation is missing.

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Client Needs and Database Structure:

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* The client’s needs are not clearly understood.

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Booking Automation Workflow Structure and Implementation:

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* Please be more specific in your documentation about what triggers the automation. It is not clear whether the scenario is triggered by a Slack message, a form, or a webhook. Your client must be able to understand easily what you have built.

* Can your scenario handle cases where the room’s name is not clearly stated in the email, but its characteristics make it possible to identify a room in the database? Shouldn’t you ensure that the information contained in the email is automatically matched to the items in the database? This would allow as many emails as possible to be processed by your system.

* What happens if a client requests a room for a period when it is already booked? Please implement availability checks to avoid double bookings.

* Does the AI-generated confirmation email sent to the client take into account what is actually recorded in the database, or does it simply recap the client’s request? If so, could the client’s request be handled incorrectly while the confirmation email still states that it has been processed correctly?

* Please show your confirmation email’s content. Does it include the total price and a detailed price breakdown? Does it list the services and other specific information related to the booking?

* For your final submission, please avoid duplicating logic. Try to use the If/Else and Merge modules; there is no reason they should not work in your case.

* Your documentation contains two different Loom videos presenting two different booking automation scenarios. Which one am I supposed to consider?

* Please add the price monitoring workflow to your submission.

Client Needs:

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* The client’s needs are not properly understood, and the stakes for the client are not clear.

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Database Structure:

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* As mentioned during your presentation, if an entity attribute does not require additional info to be understood, it does not need its own table. A single-select field is enough, especially if the attribute is not used by any other table. This means you can remove all the status tables and replace them with a single-select or enum field.

* You currently have a booking_services table linked to both the staff table and the booking table, as well as a staff planning table. This is too much. You can simplify this by linking staff directly to bookings. This will allow you to know whether staff members are available, because you will have access to the booking start and end dates.

* If the hotel has many spaces, then the foreign key space_id should be in the hotel table, not the other way around.

* Why do you have forward slashes in your field names? Does this mean that you store different kinds of information in the same field? Why would you save price and duration in the same field? They are not even the same data type. And why would they both be in the service table? The service has a price, and its duration is the duration of the booking. Why duplicate this information? Please create a separate field for each attribute and data type.

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Booking Automation:

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* What if the booking is requested by an individual rather than by a company?

* What if the booking request includes services? How do you handle this, since your OpenAI module, by your own admission, outputs only the start and end dates and the company’s name?

* How do you check room availability? What are the respective roles of the first Airtable module and the following “Set Variable” module?

* What if the client already exists in the database? Do you create another record and duplicate the information? If so, what is the point of having a linked table if you have to recreate the information every time?

* What happens if a client requests services? It does not seem that you have a module in place to create records in the Booking_Service table.

* How do you calculate the booking’s total price? Does this price change when room and service prices change, or does it remain constant?

* Please make sure your confirmation email includes a breakdown of the room, the services and their prices, as well as the total booking price.

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Price Monitoring Automation:

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* How do you keep track of price changes over time if you always update the same record?

* How does your client update their prices if you do not save the price variation in your competitors price table?

* How is your client supposed to calculate variations and update the room prices for Gaïa Hotel? I think you should complete your automation with an automated update of Gaïa Hotel’s prices..

Client Needs:

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* The client’s needs are not properly understood, and the stakes for the client are not clear.

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Booking Automation Workflow:

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* How does the Text Parser module allow you to extract all the information from an email, which is unstructured text that can vary widely depending on who is writing it?

* What extracted value do you use to filter out emails that do not contain all the required information?

* How do you check whether the room exists? Do you need the client to provide the exact name of the room, or can you infer which room fits their needs based on the number of guests and the type of room? What if the client includes all the necessary information in the email, but not in the structure you expect, which is often the case? Does your automation fail, or do you require human intervention again? In that case, is this automation really helpful? (Clue: you might need the AI module to solve this problem.)

* I see that you have duplicated logic between the case where the client is already known and the case where the client is new. It is not good practice to duplicate logic, because when you need to update your workflow, you will have to update all branches, which increases the risk of inconsistency or mistakes. Instead, you should use If/Else and Merge modules to bring the two branches back together once you have created the client, if they are not already in your database.

* Congratulations on creating all the linked records you need in the junction table. I think you are the only group that has already done that.

* Could you please show the confirmation email? Does it include the total price as well as a detailed breakdown of the booking elements, such as the room, the services, and their quantities? If not, it should.