Calls during the check-in rush
When guests are queuing at the desk, the phone either interrupts them or goes unanswered. A caller who was ready to book may try the next property on the list.
Guests get answers. Reception gets a break.
For hotels, guesthouses and B&Bs: the assistant answers questions about rooms, recorded rates, breakfast, parking, pets and check-in, takes booking requests with dates and guests, and passes them to your reception to confirm.
- Answers day and night
- German, English, French, Italian
- Hands over with a summary
Prospective guest
Incoming call · Example call
00:04
Assistant: Hello, this is the automated assistant of Hotel Seeblick. How can I help?
Prospective guest: Hi, I'd like a double room from March 14 to 16 for two adults. Can we bring our dog?
Assistant: Dogs are welcome at CHF 20 a night; doubles start at CHF 190. I can't see free rooms, but I can take a request.
Prospective guest: Please do. Thomas Brunner, 078 655 21 09, and my email is [email protected].
Assistant: Thank you. Double room, March 14 to 16, two adults and a dog, 078 655 21 09. Reception will confirm by email.
Booking request recorded
Double room · Mar 14–16 · 2 guests + dog · reception to confirm
Phone pressure at hotel reception
In a hotel or guesthouse, the phone rings at check-in, at breakfast and late in the evening, usually just when reception is busy with a guest at the desk.
Questions that repeat every day
Is breakfast included? Where can I park? When is check-in? Are dogs allowed? Answering the same questions all day takes time away from the guests in front of you.
Calls outside reception hours
Smaller houses rarely staff the desk around the clock. Evening booking inquiries and late-arrival questions end up on voicemail, if callers leave a message at all.
What it handles for your hotel
Set up from a template for accommodation, it answers from your room information, rates and house rules, and is honest about what only reception can confirm.
Rooms and recorded rates
Describes your room types and quotes the rates you've recorded, always noting that the final price depends on the dates of the stay.
Complete booking requests
Takes arrival and departure dates, number of guests, room type, name, phone and email, and points to your online booking link if you have one.
Arrival, facilities and house rules
Answers check-in and check-out times, breakfast, parking, pets, facilities and directions, plus your deposit, cancellation and late-arrival policy.
Messages about existing bookings
Changes, cancellations, group bookings and complaints become a clear message for reception, so nothing gets lost between two shifts.
Discretion about your guests
Never says whether someone is staying at your hotel and never shares details about another guest, no matter who is asking or how they phrase it.
Ready for international guests
Understands and answers in German, English, French and Italian, which helps when your guests travel in from across Switzerland and abroad.
How a booking call runs
A typical call from a prospective guest, from the first ring to a complete request your reception can check and confirm.
- 1
Friendly, transparent pickup
The assistant answers at once, introduces itself as the hotel's automated assistant and asks what the guest needs.
- 2
Answers from your own facts
Rooms, recorded rates, breakfast, parking, pets and check-in times are answered from the information you've provided, with nothing invented.
- 3
Dates, guests and room type
For a booking, it takes arrival and departure, number of guests, room type and contact details, then reads the phone number back.
- 4
Reception confirms
The request, a summary and the transcript appear in your NAIRON dashboard. Your team checks availability and confirms to the guest.
What it records. Where it stops.
Every call ends with the details your team needs – and the assistant never goes beyond what you have set up.
Recorded on every call
Each booking request arrives complete, so reception can check availability and reply to the guest without calling back for missing details.
Arrival date
Departure date
Number of guests
Room type
Name
Phone number
Email for the confirmation
Where it stops
Rates, occupancy and your guests' privacy are sensitive. The assistant only says what you've recorded and leaves every confirmation to your reception.
- Never says a room is free, reserved or booked; reception confirms.
- Never promises a rate, upgrade or discount you haven't recorded.
- Never confirms whether someone is staying at your hotel.
- Never shares details about another guest.
- Passes changes, cancellations and group bookings to reception as a message.
Live without an IT project
Start from a template built for your industry and make it yours step by step.
- 01
Start from your industry template
The “Hotels & guesthouses” template comes with the intake questions, guardrails and greeting already written.
- 02
Add what only you know
Opening hours, services and prices, FAQs or your website – the assistant answers only from what you give it.
- 03
Forward your calls
Keep your number and forward calls to NAIRON, or get a new one from us. Calls, summaries and requests land in your dashboard.
Connects with
- Google Calendar
- Microsoft 365
- Microsoft Bookings
- Calendly
- HubSpot
- Pipedrive
Can the assistant see which rooms are free?
No. The assistant can't see your room availability, so it never tells a caller that a room is free or booked. Instead it takes a complete booking request with dates, guests, room type and contact details, and your reception confirms. If you have an online booking link, it mentions that too.
Can guests change or cancel an existing booking by phone?
The assistant takes the request as a message for reception: the guest's name, contact details and what they would like to change or cancel. Your team updates the booking in your own system and gets back to the guest. The assistant never confirms a change or cancellation itself.
Will it quote our room rates correctly?
It quotes only the room rates you've recorded and always adds that the final rate depends on the dates. It never promises an upgrade, a discount or a rate that isn't in your information, so guests never hear something your reception would have to take back later.
Which languages can it handle for international guests?
It understands and answers in German, English, French and Italian, and introduces itself as an automated assistant at the start of every call. Every request lands in your NAIRON dashboard with a summary and the full transcript, so reception has the whole conversation at hand.
What do I need to set it up for my hotel or guesthouse?
Start from the hotel and guesthouse template, add your room types and rates, check-in and check-out times, booking and cancellation policy, pets, parking and your online booking link, then forward your existing number. No long IT project, and the same assistant can also run as a voice widget on your website.
Let reception focus on the guests in front of it
Start with the hotel template, add your rooms, rates and house rules, and let the assistant take booking requests and guest questions whenever reception is busy or closed.