AI receptionist for hotels that answers guests when the desk is empty

In a small hotel the person at the front desk is rarely only at the front desk. They carry luggage up the stairs, help with breakfast, check a room before the next arrival and answer emails from guests coming next month. In a B&B the owner may be every one of those people. All the while, the phone keeps ringing with the same handful of questions, and each call pulls someone away from a guest who is standing right in front of them. Each call is short, but together they take a real slice of the day. Larger hotels solve this with a night auditor and a reservations office; a twelve-room inn has to find another way.

What time is check-in? Is breakfast included? Can we park at the hotel? Do you take dogs? How do we get there from the station? Those answers already live on your website, and Asyntai reads it page by page. Add your house rules, the welcome letter or a local guide as a PDF or pasted text, and the AI receptionist for hotels answers guests in your own words, at seven in the morning or at midnight. When something is not covered, it does not improvise; it offers a callback request. Guests who ring at odd hours are often traveling, tired and in another time zone, and a clear answer about late arrival matters more to them than any brochure.

Reservations stay with you and your booking engine. Your rates and your cancellation terms stay exactly as they are. When a caller asks whether you have a double room for next weekend, the agent gives them the booking page on your website, where they can see the rooms and rates for those dates. Guests who would rather talk to a person leave a callback request. Weddings, group stays, long visits and anything with special conditions are handled the same way: the agent takes the caller's name and number, reads the number back digit by digit for confirmation and sends the request to your escalation email, with the dates and details in the transcript.

Small properties live by their staffed hours, and the agent follows them. Add the reception phone as the transfer number and set the hours when someone is at the desk. During those hours, a guest who asks for a person is put through, and the reception phone shows their own number. If nobody answers within 20 seconds, the guest comes back to the agent, which apologizes and takes a callback request. Outside those hours, a guest who asks for reception gets the callback request straight away. The same hours also apply to escalations from your website chat. For guests already staying with you, a short rule can give the duty manager's mobile for anything urgent at night.

Some hotels want more than the website can show. If your reservation or property system offers an API, Custom Tools on the Standard plan and up let the agent look up live data from it during a call, for example whether a room type is free on a date. Without that, the booking page remains the place for availability, and the agent sends callers there. Either way, the caller leaves the call knowing where to look and who will follow up.

Many small hotels have guests from abroad, so the language question comes up early. Calls are answered in English. Your website and documents can be in any language: a guesthouse in Portugal can keep its pages in Portuguese, and the agent still answers from them in English. Other languages for calls are available on request at [email protected].

Every call is saved in your dashboard as a full transcript. After a season of calls you can read what guests ask before they book, which details your website hides, and which questions come in late at night. If callers keep asking whether there is a lift, or whether the parking lot has room for an RV, that answer belongs on your rooms page, and the next guest finds it without calling at all. The transcripts also show which nights the phone is busiest, which helps when you plan who covers the desk.

The phone line runs through your own Twilio account, so the number remains yours and Twilio bills the minutes to you directly. In Asyntai you paste the Account SID and Auth Token, import the number, add the reception phone as the transfer number and set your hours. You can keep the number that appears in your listings and forward calls to the AI when reception does not pick up. The Twilio voice guide goes through each step. Phone calls come with the Standard plan, at $139 a month with 200 voice minutes and 5 calls at the same time; Pro includes 1,500 minutes and 10 calls at once.

You can hear the agent before you connect a number. Add your hotel website, upload your house rules, write a greeting and make a free test call in your browser. Ask about late arrival, breakfast and dogs, then ask for reception. If your inn runs a restaurant that takes its own calls, the AI receptionist for restaurants page covers menu and table questions, and the plan finder helps you choose between Standard and Pro. The same agent can also add a voice button to the chat on your hotel website, so a visitor can ask about rooms out loud instead of typing.