What guests call a hotel about
A hotel phone rings with the same questions over and over: what time is check-in, can I check out late, is breakfast included, is there parking and how much is it, do you allow pets, how do I get there from the station. Mixed in are people who want to book a room, often calling when your reservations team has gone home.
What the assistant handles
- Front-desk questions. It answers from your check-in and check-out times, amenities list, address and anything you've added to the Knowledge Base, such as a page about your breakfast hours or local directions.
- Reservation enquiries. When someone asks to book, it collects their name, the best number to reach them and what they're looking for (dates, room type, number of guests), reads it back and tells them the reservations team will confirm.
- Routing to staff. Add up to five people to the transfer list, such as the duty manager or the reservations desk, and the assistant can put callers through once a phone number is connected. It tells the caller who it's transferring them to.
- Texts and WhatsApp. Turn on messaging and guests can ask the same questions by SMS or WhatsApp. On WhatsApp, the assistant and your team can reply freely for 24 hours after the guest's last message; after that, an approved template is needed. See SMS and WhatsApp.
What it won't do
- It won't invent rates or availability. Asked "how much is a suite on Friday night?", it says the reservations team will confirm unless that rate is in your knowledge base. This is one of the tests the hotel brain has to pass before it's offered.
- It won't confirm a reservation as booked. It takes the enquiry and says the team will confirm.
- It never asks for or accepts card numbers, so guarantees and deposits stay with your existing booking process.
- It tells callers it's an AI assistant if they ask, and tells anyone describing a life-threatening emergency to call 911.
Setting it up
- Choose the hotel receptionist in the Brain Marketplace.
- Enter your business details, including check-in and check-out times (required), front-desk and reservations hours, and amenities.
- Import one page at a time from your website, such as your amenities or FAQ page, then review and approve the sections you want the assistant to use.
- Publish, run the automatic tests and try it in the chat playground.
- Get a RingMind number, connect it to the assistant and add your transfer list.
Following up
Every call is saved with a transcript, and reservation enquiries arrive as messages in your dashboard. Your team can turn each one into a task, so whoever opens the reservations desk in the morning has a list of callbacks with names and numbers. Calls, texts and WhatsApp messages from the same guest appear in one timeline.
Tools it can connect
You can use Notion pages as approved knowledge, notify staff in Microsoft Teams, log enquiries to an Airtable base, or trigger your own n8n workflow. Integrations are in Beta. See pricing for plans.