AI automations for hotels
A hotel reception answers dozens of the same questions every day and retypes data between systems.
We build AI agents that do this in the background, while a person only approves the exceptions.
answered in 2 minutes
ready in an hour
without retyping
every day at 7:00
Why it matters for your hotel
Most office work in a hotel is repetitive, and AI does it in seconds
An availability enquiry, a group offer, a booking confirmation, a deposit reminder, an occupancy report for the owner. Each takes a few minutes, and together hundreds of hours a month. AI agents connected to email, PMS and the calendar handle them automatically, following the hotel rules, while staff see the finished result and step in only where a decision needs a human.
- 1
Replies to emails and messages
Example: a guest emails about a lake-view room for a long weekend. The agent checks availability in the PMS, prepares a reply with the rate and a booking link in the guest language and sends it within 2 minutes, at night too. Difficult cases go to reception with a ready draft.
Guest from Germany11:47 pm
Zimmer mit Seeblick am langen Wochenende?
AI agent
- Checking availability in the PMS
- Price: 3 nights, €300
- Reply in German with a booking link
Sent after 2 min
- 2
Group and conference offers
Example: a company asks for a quote for a 40-person training with accommodation. The agent collects the missing details, checks rooms and meeting space, builds the offer from the hotel template and passes it to the sales manager for approval. Response time drops from two days to an hour.
RFP
Training for 40 people, 2 days, with accommodation
- Missing details collected: dates and catering
- Room “Lake” for 50 people available
- 20 rooms available
- Offer from the hotel template (PDF)
Waiting for sales approval 2 days2 hours - 3
Data flow between systems
Example: OTA bookings, invoices, check-ins and reports retyped by hand between the PMS, accounting and spreadsheets. The agent moves the data automatically, checks consistency and every morning sends the owner a short summary: occupancy, revenue, cancellations.
PortalsPMSAccountingSheetsReport at 7:00
- Occupancy
- 82%
- Revenue yesterday
- €5,600
- New bookings
- 17
Example
80-room hotel with a conference centre, 3 months after go-live
Before
- Reception replies to emails after 9 hours on average, longer at weekends
- The sales manager builds every group offer by hand, a dozen or more a week
- Owner reports prepared in a spreadsheet once a week
After
- Replies to typical enquiries within minutes, around the clock, in 5 languages
- Group offers generated automatically, the sales manager only approves and negotiates
- Around 120 hours of office work saved per month, a daily report in the inbox every morning
Time to reply 9 h 2 min
- 1Email waits in the inbox Reception AI agent 7 h 50 min 30 s
- 2Availability check in the PMS Reception AI agent 15 min 5 s
- 3Price and terms Reception AI agent 20 min 10 s
- 4Reply in the guest’s language Reception AI agent 15 min 1 min
- 5Entry in the PMS and sheet Back office AI agent 10 min 15 s
-
120 h
less office work per month
-
24/7
replies in 5 languages
-
1 click
sales approves the group offer
-
7:00
daily report for the owner
Figures are indicative and depend on the hotel, systems and scope. We prepare a specific forecast after the process audit.
Scope
What exactly we do
- 1
Process audit
We spend time with reception and the office, list the repetitive tasks and measure how long they take. We pick those with the biggest saving and the lowest risk.
- 2
Building the agents
We connect AI to email, PMS, channel manager, calendar and spreadsheets. Each agent follows the hotel rules, has clear limits and an approval mode wherever you want one.
- 3
Oversight and growth
Every action is logged. Each month you get a report: how many tasks were done, how much time was saved, what is worth automating next.
Results
What the hotel gains
-
Faster replies to guests and companies, more offers won
-
Hundreds of office hours a month given back to guest service
-
Full control: logs, approvals and the option to switch an agent off at any time
Questions
Frequently asked questions
Will AI reply to guests without human control?
It does not have to. For each task type you decide whether the agent acts on its own or prepares a draft for approval. We usually start with approval mode and widen the scope as the team gains trust.
Which hotel systems do you connect to?
Email (Google Workspace, Microsoft 365), popular PMS and channel managers, calendars, spreadsheets and accounting systems. If a system has an API or data export, it can usually be connected.
What about guest data and GDPR?
Data stays in the hotel systems and agents only access what a task needs. We sign a data processing agreement and document the data flow.
How long does implementation take?
The first agent, usually email replies, is live 2 to 4 weeks after the audit. Further agents are added every few weeks.
Does this replace the AI Concierge in the hotelspot app?
No, it complements it. The AI Concierge talks to guests in the app during their stay, while automations work in the office and at reception: before arrival, during the stay and after departure.
What happens when an agent makes a mistake?
Every action is logged and can be reversed. High-risk tasks, such as changing a rate or cancelling, always require human approval.
How is it billed?
The audit and implementation are quoted once. Agent maintenance is a monthly subscription based on the number of agents and task volume.
Contact
I am interested in „AI automations for hotels”
Tell us a few words about the hotel and your goal. We will come back with a short diagnosis and a proposed scope.
