IndiGo Airlines – Crew Hotel Booking Automation

Simplifying Crew Logistics for India’s Largest Airline

Project Overview

IndiGo Airlines, India’s largest airline by market share, operates thousands of daily flights with crew members needing timely hotel accommodations across multiple destinations.

Unlike other airlines with API or system access, IndiGo opted for a semi-automated model, where crew movement data is emailed manually by the airline in a pre-defined format. Geelani Consultancy & Solutions built a smart automation platform that reads these formatted emails, extracts the necessary data, and proceeds with automatic hotel booking through a structured email-and-response workflow.

This project demonstrates our ability to work around real-world process constraints while still delivering high-impact automation at scale.

Goals

Project Goals

Eliminate manual hotel booking coordination for crew layovers

Accept formatted crew data via email from the airline team

Extract relevant fields and process bookings automatically

Communicate with multiple hotels for allocation and fallback

Provide a booking dashboard for hotels

Send real-time alerts and confirmation to airline support staff

Improve service quality and booking reliability

Key Features Delivered

Structured Email Parsing System

  • IndiGo operations team sends formatted booking requests to a dedicated Geelani email address

  • Our system scans incoming emails, detects predefined fields (name, date, crew ID, location, number of rooms, etc.)

  • Email content is parsed and transformed into structured booking records

Automated Booking Flow

  • Parsed data is used to generate automated booking requests to assigned hotels

  • If hotel responds with partial availability (e.g., 10 out of 20), system automatically reroutes the remaining bookings to backup hotels in priority order

  • Booking responses are logged and matched to original request data

Hotel Partner Portal

  • Secure login portal for each hotel

  • Features include:

    • Viewing upcoming bookings

    • Accepting or rejecting individual requests

    • Tracking confirmed and pending allocations

    • Logs of all email communications and response statuses

Alerts and Notifications

  • Airline staff receive:

    • Email alerts for booking status (success, failure, partial)

    • Daily summary reports of all bookings processed

  • System automatically flags bookings not confirmed within SLA timeframes for manual escalation

Feedback Collection (Optional)

  • Feedback link is sent post-checkout via email to internal ops staff (not directly to crew)

  • Enables internal service audits and hotel performance review

Business Impact

  • Fully eliminated manual hotel coordination from crew scheduling workflow

  • Reduced processing time for crew accommodation from hours to minutes

  • End-to-end visibility into booking lifecycle for airline support team

  • Fewer follow-ups and escalations due to structured automation

  • Flexibility to adapt to manual inputs while maintaining digital consistency

What Makes This Project Unique

  • Adapted to manual email-based input instead of API-based integration

  • Enabled fully automatic booking using email content extraction

  • Used smart fallback logic to maintain booking reliability

  • Delivered the same enterprise-grade visibility and control without OTP or live API access

Technologies Used

Backend:

  • Odoo ERP (v16) – Core logic for parsing, automation, routing

  • Python – Email parsing engine and field extraction logic

  • PostgreSQL – Structured data storage and audit logging

  • IMAP/SMTP Integration – For email intake and outbound confirmations

Frontend:

  • Figma – UI/UX design for hotel portal and internal dashboards

  • HTML5, CSS3, Bootstrap – Responsive interfaces for hotel partners

  • JavaScript (AJAX) – For smooth user experience

Automation & Logic:

  • Fallback Engine – Automatically routes unallocated crew to alternate hotels

  • Alert System – Triggers email alerts for successes, failures, and delays

  • Error Logging – Tracks malformed emails or missing fields for follow-up

🚀 Conclusion

This project showcases how Geelani Consultancy & Solutions blends automation, security, and seamless communication to support the evolving needs of modern aviation logistics. The OTP-based check-in is now setting a new standard for secure and traceable crew accommodation.

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