I help independent hotels sell more effectively and operate smarter by combining hotel technology with sales and marketing.
Do not index
Do not index
Every morning, your housekeeping team needs to know which rooms check out today, which are stayovers, and whether there are any flagged issues. Your maintenance team needs something completely different. And neither group should be waiting on a manager to pull that information together manually — especially during the 30 busiest minutes of the day.
Here's a workflow that handles all of it automatically. Three tools, one scheduled trigger, zero manual intervention.
The Real Cost of Manual Morning Briefings
Right now, someone at your property is spending 30 to 45 minutes every morning compiling data from your PMS or spreadsheets, adding context from the night shift, formatting it for each team, and sending it out. Every single day.
When that person is running late, the report goes out late. When they're off sick, it doesn't go out at all. Your teams start their shift without the information they need — rooms get cleaned in the wrong order, a maintenance issue flagged at midnight gets missed until noon, and small operational failures start stacking up.
This isn't a staffing problem. It's a process problem. The solution isn't to hire more disciplined people; it's to remove the human dependency entirely.
The Three Tools and What They Each Do
The workflow runs on three platforms, each with a specific role.
Notion is your operational database. Room status, guest reservations, special requests, maintenance tickets — all of it lives here. Notion is the single source of truth the workflow pulls from, which means the quality of your reports depends directly on how consistently your team keeps this data up to date.
Make is the automation engine. It runs on a schedule, queries Notion at the defined time, and orchestrates every step of the workflow without anyone pressing a button. Think of it as the manager that never sleeps and never forgets.
Claude — Anthropic's AI, accessed via API — is the report generator. It receives the raw data Make pulls from Notion, follows a formatting prompt you define once, and returns a clean, structured report tailored to the team receiving it. The output reads like something a skilled supervisor wrote, not like a data export.
No custom code required. Make has a native Notion connector and supports HTTP API calls to Claude out of the box.
The Workflow, Step by Step
Here's exactly how the sequence runs:
- Make triggers at a scheduled time — 6:30 AM for housekeeping, 7:00 AM for maintenance, for example.
- Make queries your Notion database and retrieves the day's relevant records: checkouts, arrivals, room notes, open maintenance tickets, whatever scope you've defined.
- Make sends that data to Claude via an API call, bundled with a structured prompt that specifies what the report is for, who's reading it, and how it should be formatted.
- Claude returns a formatted report — organized by priority, written in plain language, readable on a phone screen.
- Make saves the report as a new page in Notion and grabs the shareable link.
- Make sends the link to the relevant team via WhatsApp, Slack, or email — whichever channel your team actually uses.
Total runtime: under 90 seconds. The team gets a ready-to-use briefing before their shift starts, every day, without exception.
Tailoring Reports by Team
The real power here is in the prompt you write for Claude. Think of it as a standing instruction sheet — you write it once, and it runs every morning.
For housekeeping, the prompt might say: "List today's checkouts in priority order — early departures first, then standard. Flag any rooms with guest notes or special requests. Format for mobile reading."
For maintenance, it's different: "Summarize open tickets sorted by urgency. Highlight anything flagged by guests in the last 24 hours. Keep it under one screen."
Each team runs as a separate Make scenario with its own trigger time and its own Claude prompt. The underlying structure is identical — only the data scope and instructions change. Adding a new department means duplicating a scenario and rewriting the prompt, which takes less than an hour.
One thing worth saying plainly: the quality of the output is directly tied to the quality of the prompt. Spend real time testing with live data before you roll this out to your team. A vague prompt produces a vague report, and a vague report is worse than no report — it creates false confidence.
Start Small, Then Clone
This setup took a few hours to configure and now runs every morning without anyone touching it. Teams get the right information at the right time, managers recover 30 to 45 minutes per day, and the briefing goes out even when the supervisor is stuck at the front desk handling an early arrival.
If you're already using Notion and Make, you're much closer to this than you think. Start with one team, one report, one scenario. Get it running reliably for two weeks. Then clone it for the next department.
Are you automating operations at your property? Share your setup in the comments — always useful to see how other hotels are putting these tools to work.
Written by
Seba Blanco
I help independent hotels sell more effectively and operate smarter by combining hotel technology with sales and marketing.
