Every hotel has these moments
It’s 2 AM. Your night receptionist is checking in a late arrival. The phone rings — a guest in room 412 needs extra towels. Another guest walks up to the desk with a question about early checkout. One person. Three guests. Someone always has to wait.The language barrier
A Japanese couple calls about your spa packages. Your team speaks English and Spanish — but not Japanese. There’s an awkward pause, a polite goodbye, and they book somewhere else. You’ll never know this call happened.
The missed opportunity
A guest from Germany is ready to book. They’re travelling with kids and arriving from the airport — but your website shows the same offer to everyone. A smart receptionist would make them an offer that fits, in German.
The repetitive hours
What time is breakfast? Where is the pool? How do I get to the airport? Your team answers these hundreds of times a day — hours a year on questions that never change. Hours better spent on moments that need a human.
The silent cost
An unanswered question can end up as a review on a travel site, read by future guests. The kind of review that might not have been written if someone had been there to answer.
Meet your AI staff
RecepAI is not one assistant. It is six specialists working from one guest record. That last part is what makes them a team rather than six separate tools. They read the same record, from a booking question to a request during the stay.Recep — AI Receptionist
Runs the stay. Takes requests for room service, housekeeping and repairs, and routes them to your departments. When a guest mentions something worth remembering, she offers to save it to their profile.You’ll find her work in Guest Requests, in your Front Desk workspace.
Key — AI Concierge
Trained on your hotel. Answers guest questions on every channel, replying in the language the guest wrote or spoke in — and is built to say so plainly when the answer isn’t in your library.You teach her in Training.
Hunter — AI Reservation Agent
Turns calls and messages into confirmed direct bookings, with an offer tuned to the guest in front of him. You decide how payment works: taken at the time of booking, settled at the property, or no card asked for at all.You’ll find his work in Reservations, in your Front Desk workspace.
Star — AI Guest Relations Agent
Asks how the stay is going while the guest is still in the building.You’ll find her work in Guest Feedback, in your Front Desk workspace — and the surveys she sends under Surveys.
Boost — AI Digital Marketing Agent
Reaches out again to guests who stopped before booking, and markets to your guest list.You’ll find his work in Marketing, in your Front Desk workspace.
Journey — AI Travel Agent
Markets and sells your hotel through its own independent travel channel, run as a separate agency account rather than from your hotel’s own screens.
Why one record matters. Six separate tools would each hold a fragment of the guest. Your AI staff works from one record per guest, across channels and across stays.Preferences are added to that record with the guest’s agreement: your receptionist offers to save what she hears, and saves it only if the guest says yes. What is saved can then follow the guest into future stays.
Where they work
Your specialists are one thing; the channels they work on are another. You switch on the channels you want them reachable through. Every channel reads the same guest record.Text
Web Chat on your own site · WhatsApp · TelegramGuests type a question and she answers from your library, in the language they wrote in.
Voice
Phone number · Web call from your siteA real conversation, in the guest’s own language. Warm, knowledgeable, and to the point.
Your two workspaces
RecepAI gives you two places to work, and they answer two different questions.AI Manager
“How does my receptionist behave, and what does she know?”This is where you teach her, shape how she talks, choose what she is allowed to do, and read how she performed. You set things up here.
Front Desk Operations
“What is happening in my hotel right now?”Guests in house, requests waiting, reviews arriving, reservations, enquiries. Your team works here during a shift.
A simple way to remember it: AI Manager is where you manage your employee. Front Desk Operations is where she works.
How it works
1
You teach her
Upload your hotel’s information — fact sheets, menus, policies, FAQs — to your Training library.
2
She introduces herself
Your receptionist reads that library and builds her own identity from it — what kind of property this is, what it offers, what she must be careful about. You review it, name her, and publish. You are not writing instructions from a blank page.
3
She answers guests — and says when she doesn't know
She finds the most relevant information from your documents and answers naturally, in the language the guest used. She is built not to fill gaps with invention: the rule she works to is that an answer must come from your library, and that she reports what is missing instead.
4
She tells you what to teach next
After conversations, she grades herself against the standards you set. When she couldn’t answer something, she doesn’t just flag the conversation — she names the topic that was missing from your library.
Example: remember the Japanese couple who called about the spa? With most AI tools, that conversation would happen and disappear. You would never know what went wrong.Instead of the conversation simply disappearing, she reports it: “A guest asked about spa packages in Japanese. I answered in Japanese, but I didn’t have your spa pricing. Here’s the gap.”Upload one document, and she can answer it the next time it is asked.
What changes
Imagine arriving on Monday morning after a weekend in which guest questions were answered at any hour, in the language the guest wrote in, whether or not anyone was at the desk.What a note from her looks like:“Several guests asked about airport transfers this weekend, but I didn’t have your shuttle schedule.”You upload the schedule. She can answer it from then on.
- Each gap you fill is a question she can answer next time
- Your new hires have a colleague to ask instead of interrupting someone
Getting started
If your hotel information is ready, the full setup takes 2–3 days — not weeks. She can answer from your library once it has something in it; guests reach her once you have put her on your website. Your Dashboard carries this as a checklist, in this order:1
Share your hotel knowledge
Upload everything she needs. Her identity is built from this library, so this comes first.
2
Meet your receptionist
Review the identity she built from your library, name her, and publish.
3
Fine-tune chat and voice
Adjust how she chats and speaks — her greeting, her voice, and how she hands a guest over to your team.
4
Set their quality standards
Define what a great chat and a great call look like. She grades her conversations against these.
5
Go live
Add her to your website, and she is on duty.
6
Keep them sharp
Review her work and fill the gaps she reports.
Ready to hire your new receptionist?
Quick Start Guide
Log in, follow the setup checklist on your Dashboard, and go live in days — not weeks.