What is in the pack
Each folder is one ready-made assistant. Inside you will find three things: instrukcje.txt (the text to paste), nazwa-opis-startery.txt (name, description and conversation starters) and the wiedza folder with files to upload.
Recommended to start: 00-asystent-hotelarza
One assistant that covers all 8 areas. It recognises what the task is about and follows the right procedure. The specialist GPTs in folders 01 to 08 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.
Download 00-asystent-hotelarza.zipHow to create a custom GPT
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.
Button names may differ slightly depending on the version and language of ChatGPT.
Specialist assistants
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.
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Review replies
01-odpowiedzi-na-opinie/
Replies to Booking.com, Google and TripAdvisor reviews in the guest’s language, with care for difficult cases and a note for the team.
“Reply to this Booking.com review: …”
Download .zip -
Group and MICE proposals
02-oferty-grupowe-mice/
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.
“A company asks about a training for 35 people, prepare a proposal: …”
Download .zip -
Revenue report
03-raport-revenue/
Occupancy, ADR, RevPAR, channels and recommendations from a PMS export, calculated in code and compared with budget and last year.
“Attached is the October PMS report, we have 85 rooms.”
Download .zip -
Marketing content
04-tresci-marketingowe/
Room and package descriptions, posts, newsletters, Booking and Google texts. Specific, without worn-out clichés.
“Write 3 Instagram posts about our spa package.”
Download .zip -
Housekeeping standards
05-standardy-housekeeping/
Room checklists, SOPs, a daily plan for room attendants and maintenance priorities, bilingual versions too.
“A departure room checklist in English and Ukrainian.”
Download .zip -
Team onboarding
06-onboarding-pracownika/
Onboarding plans, call scripts, quizzes and role plays where the assistant acts as a demanding guest.
“Play an annoyed guest at check-in.”
Download .zip -
Guest messaging
07-komunikacja-z-gosciem/
Emails and texts from booking to the review request, with PMS fields, plus replies to guest questions in their language.
“A pre-arrival email sequence in 3 languages.”
Download .zip -
Review and survey analysis
08-analiza-opinii-i-ankiet/
Hundreds of reviews and surveys turned into NPS, trends, top issues and an action plan for each department.
“Attached are our Q3 reviews. What should we improve?”
Download .zip
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.
Tailor the assistants to your hotel
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.
Hotel profile file: profil-hotelu-do-uzupelnienia.txt (in the pack as Profil-hotelu-do-uzupelnienia.txt).
Good practice
- 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.
- 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.
- Confirm the rules. Check VAT rates in proposals with your accountant, and the rules for marketing messages with the person responsible for data protection.
- 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.
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