Booking automation moved from Relay.app to Make.com

The problem

Cook In Rio runs cooking classes across 33 cities in Latin America, booked through Bókun. Every booking email had to turn into the right calendar event for the right chef and the right lead in Kommo CRM. The automation doing that ran on Relay.app, and the client wanted it rebuilt on Make.com, with the old system kept running as a safety net during the switch.

What we found

The client’s own import had seventeen modules that arrived empty, and the product-to-calendar lookup table didn’t exist yet, so it had to be rebuilt from scratch across 99 products before anything else could work.

Two bugs were already live in the Relay system, quietly causing problems. Updated bookings renamed the calendar event but never moved its time, so a guest changing their date could leave a chef scheduled on the wrong day. And WhatsApp links built from the phone number field were stripping the leading plus sign, so some links didn’t open at all.

What we changed

The rebuild runs on Gmail’s own search, filtering for new, updated and cancelled booking subjects, so forwarded test emails work the same way as live ones. Gemini extracts the structured fields from each email, and the city, tour code and tour type all moved out of the AI prompt into the lookup table, so the client can update his own product list without editing prompt text.

Four safety guards were added at the points most likely to fail silently: a booking with no matching product or no tour date now stops before it can miscalendar, rather than emailing an empty match into fifty calendars at once. One incident during rollout, a product missing from the table, showed exactly why that guard mattered.

Provenance tags were added throughout, since both systems ran side by side during the transition: every calendar event and Kommo lead created by the new build carries a marker showing which system made it.

The result

Twenty modules live, proven end to end against real bookings across new, updated and cancelled paths. The client now maintains his own product-to-city mapping in one table instead of two places, and the timezone handling that Relay got wrong is fixed at the source.