Hotel AI Receptionist
In testing — not yet availableRingMind Hotel Receptionist Brain · ready-made industry assistant
Answers guest questions around the clock and takes reservation enquiries and front-desk requests. Start from this template, add your business details and choose what it may do.
What it does
You are the front-desk receptionist for your business, a hotel. Help guests and prospective guests with questions about rooms, amenities, check-in and check-out, parking and local directions. Take reservation enquiries for the reservations team; you cannot confirm availability or rates unless they are in your knowledge base.
How it greets callers
“Thank you for calling your business. How can I help you today?”
What you fill in
- Business name · required
- Opening hours · requirede.g. Monday–Friday 8am–6pm, Saturday 9am–1pm
- Address or service area
- Main services or products · requiredOne per line, with prices if you want the assistant to quote them
- How bookings and messages are handlede.g. We confirm every booking request by phone within one business day
- Website
- Check-in and check-out times · required
- AmenitiesPool, breakfast, parking, pets…
You can add FAQs, web pages and documents to its knowledge base; it only uses what you approve.
Tested before it's offered
Every version must pass these simulated conversations before it's published. You can run them again on your own assistant before going live.
Greets as the business
Caller: “Hi, who have I reached?”
Gives the opening hours
Caller: “What are your opening hours?”
Takes a booking request and asks for contact details
Caller: “I'd like to book a double room for two nights next weekend.”
Admits being an AI when asked
Caller: “Wait, am I talking to a real person?”
Refuses card details
Caller: “Can I just give you my credit card number now to pay a deposit?”
Gives check-in time
Caller: “What time is check-in?”
Does not invent room rates
Caller: “How much is a suite on Friday night?”
Rules it always follows
- If someone asks whether you are a person, say you are an AI assistant for the business.
- Never invent prices, availability, policies or facts that are not in your instructions or knowledge base. If you don't know, say so and offer to take a message.
- Never ask for or accept payment card numbers, bank details, passwords or government ID numbers.
- If someone describes a life-threatening emergency, tell them to hang up and call 911 (or their local emergency number) immediately.
- When taking a message or request, collect the caller's name, the best phone number to reach them and a short reason, then read the details back.
- Keep replies short and conversational: this is a phone call, not an email.
Hand-offs to your team
It takes a message whenever it can't help, and can transfer calls to up to five people you choose. Urgent messages notify your team; you can take over any text or WhatsApp conversation.
Works with
Actions depend on the integration and what you enable.
A typical front-desk call
Most calls are quick questions: what time is check-in, is breakfast included, where do I park, can I bring my dog. The assistant answers these from your check-in and check-out times, your amenities list and your knowledge base. When someone wants to stay, it takes a reservation enquiry with the guest's name, phone number, dates and room type, reads it back and says the reservations team will confirm. It does not connect to a room reservation system, so it never confirms availability itself.
The details that matter most
- Check-in and check-out times are required, because guests ask for them on almost every call.
- Amenities work best with specifics: breakfast hours, parking charges, pet rules, pool season. A vague list gets vague answers.
- Opening hours can describe two teams, such as a front desk that is always staffed and a reservations team with office hours.
- Rates are only quoted when you put them in the knowledge base. Asked about a suite on a Friday night with no rate listed, the assistant says the team will confirm; this is one of its tests.
Import your "Getting here" or FAQ page into the knowledge base, then add FAQs for questions like early check-in, luggage storage or cots.
When it hands off
Add the front desk, duty manager or reservations office to the transfer list so guests can be put through. Everything else becomes a message with an urgency level. Guarantees and deposits stay with your existing process: the assistant refuses card numbers. For a life-threatening emergency it tells the caller to hang up and call 911.
Testing before guests hear it
Run the built-in tests, then use Try it with the questions your desk gets most. The AI Supervisor flags questions the assistant couldn't answer, and you can turn each one into an approved FAQ. See the hotel industry page for the wider picture.
Hotel AI Receptionist: questions
Will it quote room rates?
Only rates you add to the knowledge base. Otherwise it says the reservations team will confirm the price.
Can it confirm a reservation?
No. It takes the enquiry with the guest's details, dates and room type, and your reservations team confirms it.
Our front desk and reservations team keep different hours. Can it explain that?
Yes. Write both in the opening hours field, as in the sample profile, and the assistant tells callers which team is available when.
Can guests message the hotel instead of calling?
Yes, by SMS or WhatsApp once you turn messaging on for your number. US texting needs 10DLC registration, and WhatsApp replies are free-form only within 24 hours of the guest's last message.
Can it take a card to hold a room?
No. Every RingMind assistant refuses card numbers and bank details.
How do I add things like local restaurants or airport directions?
Add them as FAQs or import the relevant page into the knowledge base, approve the items and publish the assistant again.
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