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Give Guests 24/7 Front Desk Support Without Extra Staff

You want to: Deliver fast, consistent support to guests calling about availability, check-ins, or local recommendations, anytime, without staffing up.

Your AI agent can: Answer guest questions, manage reservations, and share useful info like check-in times or nearby attractions, while escalating edge cases to staff when needed.

Contact Sales
Industry: Travel & Hospitality
Business Goal: Customer Experience Improvement Operational Efficiency
Call Direction: Inbound

What can this AI Agent help you achieve?

Round-the-clock service

Your phone is never unanswered, even overnight

Lighter front desk load

Handles routine questions and bookings

Better guest experience

Prompt answers reduce frustration

Use the agent when:

  • You get frequent calls after hours or during peak check-in times
  • Your front desk is short-staffed or multitasking
  • Guests often call with repeat questions

What you need:

  • Access to room availability and check-in/check-out rules (knowledge base)
  • Preloaded answers to FAQs about policies, directions, amenities
  • Escalation contact or fallback route to on-duty staff

How to set it up:

Trigger it:

  • Route inbound calls through the agent. Use caller ID for known guests or route based on reason for call (e.g., booking, policy inquiry, local info).

What it says (Sample dialogue)

“Hi there! I’m here to help with your stay. I can answer questions, help with your reservation, or connect you to the front desk—what can I do for you?”

What it does next:

  • Answers questions about room types, check-in times, amenities
  • Makes, modifies, or cancels reservations
  • Transfers to human agent if issue is complex

Setup prompt template

Setup Prompt Template

Objective:

Provide immediate, helpful responses to guest calls without tying up front desk staff.

Scope:

✅ Should: Handle room inquiries, FAQs, basic reservation edits

❌ Shouldn’t: Take payments, process refunds, handle emergencies

Tone and Style:

Courteous, informative, calm,like a professional front desk team member

Key Phrases to Use:

  • “I can help with that right now.”
  • “Would you like me to check availability or connect you to the front desk?”

Required Actions:

  1. Greet guest and identify intent
  2. Pull relevant info from PMS or static FAQ
  3. Escalate when live assistance is required

Escalation Rules:

  • Escalate if guest is upset, confused, or requests human
  • Transfer if issue involves billing or cancellation fees

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