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Answer routine booking questions and manage supported changes against your availability and booking rules. Allergies, accessibility needs and unusual requests go to your team.
An AI booking assistant answers routine booking questions, checks availability in your reservations system, takes bookings and handles supported changes or cancellations under your rules, including outside opening hours. Deposits, cancellation terms and booking channels depend on what your reservations platform supports. Requests outside the rules go to staff.
See it run
Lead qualification agent in practice
The workflow as it runs day to day, with a person signing off at the end. Sample data.
- Reply with the qualifying questionsProperty, roof, energy use, budgetEmail
- Read the customer’s answersChecked for missing detailsEmail
- Score the leadAgainst the agreed criteriaCRM
- Write a brief for the sales teamPre-filled from the customer’s answersCRM
The opportunity
What an AI booking assistant handles
An AI booking assistant answers routine booking questions, checks availability in your reservations system, takes bookings and handles supported changes or cancellations under your rules, including outside opening hours. Deposits, cancellation terms and booking channels depend on what your reservations platform supports. Requests outside the rules go to staff.
Guests often look to book in the evening or at weekends. If the only options then are a phone line or a form nobody reads until morning, some will book elsewhere.
A booking assistant connected to your reservations system can confirm routine bookings at those times. Your team keeps responsibility for large parties, private hire, allergies, accessibility and unusual requests.
What it handles
What the assistant can do
Availability checks and booking confirmations for tables, rooms or events through the channels your reservations platform supports, with deposits taken where your system handles them.
Guests can cancel or change supported bookings under your rules. Freed slots can be offered to people on a waiting list if your system keeps one.
Dietary needs, accessibility requirements and celebrations recorded on the booking and flagged to staff. A member of staff confirms allergy and accessibility details with the guest.
Confirmation, reminder and pre-arrival messages sent on the schedule you set.
How we help
Working with Reformat Labs
We build booking assistants for hospitality venues that work with your reservations platform and booking rules.
Our page on AI for hospitality businesses sets out other hospitality tasks we work on.
Common questions
Questions about AI booking systems for hospitality
What is an AI booking system for hospitality?
An assistant that answers booking questions, checks availability in your reservations system, takes and changes supported bookings and sends reminders under your rules. It can work on your website, messaging channels or phone line, depending on what you set up. Staff handle requests outside those rules.
How does an AI booking system handle special requests?
Special requests are recorded on the booking and flagged to the right person, so the kitchen or front desk sees them in advance. Allergies and accessibility needs are confirmed by a member of staff because they affect guest safety and comfort.
What happens when a booking requires a person's judgement?
Large party bookings, private hire enquiries and requests outside the assistant's rules are flagged for staff follow-up, with the details already collected.
Can AI booking help with no-shows?
Confirmation and reminder messages, plus a simple way to cancel, give guests a chance to tell you when plans change. Earlier notice gives you a better chance of refilling the slot. The effect on your no-show rate varies, so measure it before and after.
Does an AI booking system integrate with my existing reservations platform?
That depends on what your platform allows. During scoping we check the connection options for ResDiary, SevenRooms, a custom system or whatever you use, and design around it.
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