ChatGPT assistants for hoteliers
Ready-made instructions for custom GPTs: the assistant replies to reviews, prepares group proposals, calculates revenue results and trains your team the way an experienced hotelier would. Set it up once, then just talk.
- 9 assistants
- Free
- 10-minute setup
Downloads
Pick an assistant for your team
Each assistant is a separate ZIP file with instructions, a name, a description, conversation starters and knowledge files. Specialist GPTs are useful when you want to give a department a tool just for its own work, for example reviews for the front desk and proposals for sales.
The assistant instructions and file names are in Polish (instrukcje.txt = instructions, wiedza = knowledge). ChatGPT still replies in the language you write in, including English.
Hotelier assistant
00-asystent-hotelarza.zip
One assistant that covers all 8 areas. It recognises what the task is about and follows the right procedure, from review replies to the owner’s report.
For example “Attached is last month’s PMS report, we have 60 rooms. Prepare a report for the owner.”
Download .zip-
Review replies
01-odpowiedzi-na-opinie.zip
Replies to Booking.com, Google and TripAdvisor reviews in the guest’s language, with care for difficult cases and a note for the team.
For example “Reply to this Booking.com review: …”
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Group and MICE proposals
02-oferty-grupowe-mice.zip
From the client’s email to a complete proposal for a conference, training, event or wedding, with a net and gross cost table. It never invents prices.
For example “A company asks about a training for 35 people, prepare a proposal: …”
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Revenue report
03-raport-revenue.zip
Occupancy, ADR, RevPAR, channels and recommendations from a PMS export, calculated in code and compared with budget and last year.
For example “Attached is the October PMS report, we have 85 rooms.”
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Marketing content
04-tresci-marketingowe.zip
Room and package descriptions, posts, newsletters, Booking and Google texts. Specific, without worn-out clichés.
For example “Write 3 Instagram posts about our spa package.”
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Housekeeping standards
05-standardy-housekeeping.zip
Room checklists, SOPs, a daily plan for room attendants and maintenance priorities, bilingual versions too.
For example “A departure room checklist in English and Ukrainian.”
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Team onboarding
06-onboarding-pracownika.zip
Onboarding plans, call scripts, quizzes and role plays where the assistant acts as a demanding guest.
For example “Play an annoyed guest at check-in.”
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Guest messaging
07-komunikacja-z-gosciem.zip
Emails and texts from booking to the review request, with PMS fields, plus replies to guest questions in their language.
For example “A pre-arrival email sequence in 3 languages.”
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Review and survey analysis
08-analiza-opinii-i-ankiet.zip
Hundreds of reviews and surveys turned into NPS, trends, top issues and an action plan for each department.
For example “Attached are our Q3 reviews. What should we improve?”
Setup
How to create a custom GPT
Each folder is one ready-made assistant. You set it up once in ChatGPT and then use it like a normal chat.
Step by step in ChatGPT
Requirements: creating custom GPTs requires a paid ChatGPT plan. Members of your team can use the finished GPT if you share it with them.
- 1 Unzip the pack and fill in
Profil-hotelu-do-uzupelnienia.txt(hotel profile: name, rooms, communication style, prices, rules). Save it asdane-hotelu.mdand use it to replace the empty file in the chosen assistant’swiedzafolder. This step is optional but improves results a lot. - 2 In ChatGPT open GPTs (Explore GPTs), click Create and switch to the Configure tab.
- 3 Enter the Name and Description from
nazwa-opis-startery.txtand paste the full contents ofinstrukcje.txtinto Instructions. - 4 Add the Conversation starters from the same file.
- 5 Under Knowledge, upload all files from the
wiedzafolder. - 6 Under Capabilities, turn on Code Interpreter & Data Analysis (needed for reports, analyses and Word or Excel files). Web search and image generation are optional and help with marketing.
- 7 Click Create and choose who has access: only you, anyone with the link, or your whole team on a business plan.
In every folder
- instrukcje.txtText to paste into the Instructions field.
- nazwa-opis-startery.txtName, description and conversation starters.
- wiedza/Files to upload under Knowledge, including the hotel profile.
Alternative: a Project in ChatGPT
If your plan supports Projects, you can create a Project instead of a GPT, for example “Hotel Panorama”. Paste the contents of instrukcje.txt into its instructions and add the files from the wiedza folder to the Project files. Every chat in the Project will follow these rules.
Button names may differ slightly depending on the version and language of ChatGPT.
Hotel profile in the knowledge files
Fill in the hotel profile: name, rooms, communication style, prices and rules. Save it as dane-hotelu.md and use it to replace the empty file in the wiedza folder. This step is optional but improves results a lot.
Teach the assistant your style
When you correct a reply, add a note to dane-hotelu.md, for example in the section on words and phrases you never use, and upload the file again.
Good practice
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Review before sending
The assistant prepares a draft and leaves the decision and signature to a person. Especially prices, terms and replies to difficult reviews.
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Protect guest data
Anonymised exports are enough for analysis. Do not paste card numbers or ID documents. Check in ChatGPT settings whether your chats may be used to improve models, and turn it off when working with hotel data.
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Confirm the rules
Check VAT rates in proposals with your accountant, and the rules for marketing messages with the person responsible for data protection.
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Turn on data analysis
Revenue reports, survey analyses and Word or Excel files need Code Interpreter & Data Analysis turned on in the GPT settings.
Pack shared for free by HotelSpot (Spotstay sp. z o.o., Kraków). You may modify the instructions freely for your hotel. ChatGPT is a product of OpenAI. HotelSpot is not affiliated with OpenAI; the OpenAI mark only indicates the tool the assistants run in.
Want to go one step further?
HotelSpot is a hotel app with an AI concierge that answers guests 24/7 in more than 30 languages, takes room service orders and spa bookings, and gives your team a panel with analytics and surveys.
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