About

Overview We are Coast2Coast First Aid & Aquatics Inc., one of Canada’s largest first aid and CPR training providers. We receive hundreds of student registrations weekly through Bookeo.com, and we want to automate all of our student communication using Bookeo’s API plus a workflow automation system. We are looking for an API-savvy automation developer with experience in Bookeo, REST APIs, n8n or Zapier, HTTP webhooks, JSON mapping to build a reliable end-to-end solution that: Listens for new Bookeo registrations via webhook Fetches full booking and customer details through Bookeo API Transforms the data into a standardized object Triggers multiple automated emails including confirmation, reminders, upsell Supports multiple course types, each with different email templates Runs fully automated in real-time with error-handling and logging What We Need Built 1. Bookeo API Integration Register and configure Bookeo webhooks domain = "bookings" type = "created" The webhook must post into our automation system, ideally n8n. On receiving a booking event: Use bookingNumber and customerId to call GET /bookings/bookingNumber GET /customers/customerId Extract and store the required fields Student first name, last name, email Course name productName or productId Course date, startTime, endTime Location info resource ID resolved to location name and address Any custom fields in the booking 2. Automation System Setup We want the automation flow built in n8n Cloud ideally, or Zapier, Make, Pabbly, depending on your recommendation. The system must: Accept incoming webhook payloads Perform API lookups Build a normalized booking data object Route to different branches based on course type Trigger multiple timed emails 3. Email System Integration Integrate the automation workflow with one of the following Gmail SMTP or Google Workspace SendGrid Mailgun Amazon SES The system must support: HTML email templates Dynamic fields such as student first name, course name, course date, and similar 4. Automated Email Types Required A. Immediate Registration Confirmation Email Sent instantly after booking. Must include Student name Course name Course date and time Training center location and full address What to bring Policies ID requirements, late arrival policy, cancellation policy B. Reminder Emails 3 days before the course 24 hours before the course Each reminder uses a unique email template. C. Post-Course Upsell or Review Email Sent 1 to 2 days after course completion. May include Thank you message Google review request link Upsell such as BLS upgrade, group training, recertification timelines 5. Email Template Logic Each course type must trigger different templates such as Standard First Aid and CPR Level C Emergency First Aid CPR Level C only BLS Provider BLS Renewal Childcare First Aid Private Group Training Logic example If courseName contains "BLS" use BLS templates If courseName contains "Standard First Aid" use SFA templates If location equals Vancouver include parking instructions 6. Error Handling and Logging Requirements The system must include Logging of all webhook events Error notifications if emails fail Retry logic if Bookeo API call fails Secure handling of API keys Ability to reprocess bookings manually if needed