Hospitality
We build voice and WhatsApp booking assistants for restaurants, hotels and event venues. They say they are AI, book against your live reservation system or PMS, read every detail back before writing it, and pass allergies, large parties, deposits and complaints to a person with the conversation attached.
Who it is for
The phone rings hardest during service, when the host is seating walk-ins and nobody can take a booking properly.
We build first · A phone booking agent with a read-back and a WhatsApp confirmation.
Each outlet has its own hours, sections and rules, and the central reservations line spends its day looking them up.
We build first · One agent that routes by outlet, with a rules table per outlet updated in one place.
Room enquiries arrive on WhatsApp in several languages at all hours, while the rates sit in a PMS the night team rarely opens.
We build first · A WhatsApp enquiry assistant that quotes only the rates your PMS returns.
Large bookings need a person, but the first call goes on the same basics: date, headcount, budget and dietary needs.
We build first · An enquiry intake that gathers the brief and books a callback with the events manager.
Signature workflow
Phone · An evening call for a table of four: a full first choice, an allergy note and a WhatsApp confirmation.
Sample dataStep 1 of 5: Answer and disclose
The agent says it is the restaurant’s AI booking assistant and offers a person: the host stand during service, a callback after hours.
One question at a time, with names and dates repeated back, because a misheard date is the costliest mistake on the line.
Live availability for that party size, time and section, including turn times. A full first choice gets up to two real alternatives, never a guess.
Occasions and dietary needs go on the booking for the kitchen. The agent never says a dish is safe; the team confirms options.
The booking is read back and written only after the caller says yes, then confirmed on WhatsApp or by text.
WhatsApp · A late-night WhatsApp enquiry for a double room, answered with live rates and a prefilled booking link.
Sample dataStep 1 of 4: Guest asks for dates
The guest writes in their own language. The assistant replies in it only if that language passed testing; otherwise in English, with staff help offered.
Availability and public rate plans come from your PMS or channel manager. If the lookup fails, the enquiry goes to the front office rather than getting an estimate.
The plans returned, with cancellation terms copied from each plan, and a booking-engine link with the dates filled in.
Connecting rooms, group rates and complaints go to the front office with the thread; the guest is told who will reply.
Packaged workflows
Answers your bookings line, says it is AI, books against live availability with a read-back and transfers to the host stand whenever a caller asks.
Owned by Restaurant manager
AI voice agentsTemplate messages to opted-in guests that confirm, remind on the day and let them change or cancel in one reply, releasing the table to the waitlist.
Owned by Front-of-house lead
Workflow automationAnswers room enquiries on WhatsApp and the website with the rates your PMS returns, sends a prefilled booking link and hands anything unusual to the front office.
Owned by Front office manager
AI chatbotsCollects the brief for groups and private dining, books a callback with the events manager and sends a deposit link only after the manager approves the quote.
Owned by Events manager
AI agentsOperating context
The agent never takes card numbers by voice or in chat. Deposits and guarantees go through a payment link from your Stripe account, so card data stays with the payment provider, out of call recordings and out of our systems.
Every call starts with the agent saying it is AI and offering a person. Whether calls may be recorded, and what callers must be told first, differs by country and sometimes by state; your counsel confirms the wording for each market.
Guest details stay in your reservation system or PMS, and conversation logs are kept only as long as your policy sets. We design for India’s DPDP Act, UAE data protection law and GDPR for European guests; your counsel confirms which apply.
Business-initiated messages such as reminders go only to guests who opted in and use templates Meta has approved. Free-form replies are sent inside the customer service window that opens when a guest writes to you.
Shipped by default: AI disclosure on every call, a transfer to a person at any point, read-back before any write, no card data on the line and a log of every booking change. Legal sign-off for each market stays with you and your adviser.
Systems connected
Typical targets
Typical target
40–60%
Routine booking calls completed without staff
Basis: Covers new bookings, changes and cancellations; clinical, group, complaint and other complex calls always go to a person. Confirmed against one week of your call log.
Typical target
10–25% fewer
No-shows on reminded appointments, against your own baseline
Basis: Moving from no or manual reminders to automated reminders with one-tap rescheduling; reminders reach no-shows caused by forgetting or a clash. Measured against at least four weeks of your own no-show rate before launch.
Typical target
Every enquiry, by design
Room enquiries answered with a live rate or a handoff
Basis: The assistant quotes only rates the PMS returns; when that lookup fails, the enquiry goes to the front office instead of getting an estimate.
Concept build
Worked examples
Concept builds are worked examples, not client work.
Concept buildAI Voice Agents
A concept build for a voice agent that answers a dental clinic’s phone after hours in Arabic and English and books routine visits into the clinic calendar. It sends an SMS confirmation, moves callers who describe urgent symptoms straight to the on-call dentist, and never gives clinical advice.
Concept buildAI Voice Agents
A concept build for an outbound voice agent that makes routine ETA check-in calls to truck drivers and logs each answer in the fleet’s TMS. It calls only when the truck is parked or at a check-in window the driver chose, and it alerts a dispatcher straight away when a driver reports a breakdown or a delay.
FAQ
Yes, in its first sentence, and it offers a person straight away. During service a caller who asks is transferred to the host stand or front desk; after hours the agent takes a callback request, which the team sees on its opening list.
Any system with an API for availability and bookings, confirmed during scoping before you commit. A pilot can also run on a shared calendar or booking sheet. We never keep a second book of our own that your team would have to reconcile with the real one.
It records them on the booking for the kitchen and tells the caller the team will go through suitable dishes. It never says a dish is safe or allergen-free, even when the menu lists ingredients, because only the kitchen knows today’s recipes and handling. Callers who want to discuss it now are transferred.
Never by voice or in chat. If your policy requires a deposit or guarantee, the workflow sends a payment link from your own Stripe account once the booking or quote is approved, and the booking stays provisional until paid. Refunds stay with your team.
The agent can take several calls at the same time, up to the limit set by your telephony plan and the concurrency we configure. Calls above that limit go to a callback request rather than an engaged tone, and the host stand sees every booking the agent writes as it happens.
Yes, language by language. Each language is switched on only after test calls with fluent speakers pass, including names, dates and spelling read-backs. A caller speaking a language that has not been tested is offered a transfer, so nobody is booked by an agent that half understands them.
It answers room enquiries on WhatsApp and your website with the rates your PMS returns, sends a prefilled booking-engine link and hands unusual requests to the front office. Messaging guests during their stay is a separate workflow, shown in the guest concierge concept build.
Use cases and reference design
Next step
Book a free 30-minute strategy call. Bring one process you want to automate and we will talk through scope, integrations and a sensible first step.
Free 30-minute call · no commitment
