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Summary
This blog discusses hotels utilizing AI phone calls as a means of managing reservations and check-ins automatically. We will learn why this trend is significant, the technology behind it, and the impact of using a product such as Botphonic on hotel processes.
Key Takeaways
- The use of AI phone calls for hotel reservations enables hotels to secure bookings 24 hours a day, 7 days a week and, hence, avoid situations where calls go unanswered.
- The tool boosts direct bookings, minimizes staff workload, and enhances guest satisfaction through prompt responses.
- Embedding hotel systems (PMS/booking engine) with AI enables real-time reservation handling and facilitates a smooth check-in.
- By implementing a solution like Botphonic, your hotel will be on a level playing field with the top competitors in hospitality technology.
Introduction
What if a patient called your hotel late at night to book a room?No one responds because the reception closes or becomes occupied. The guest decides to call another hotel, and you lose money.
Imagine the same call being answer by a warm voice, even at 2 in the morning, which confirms availability, makes the reservation, and sends a confirmation. That call is now a booking, not a missed opportunity.
That’s the capability of an AI phone call for hotel reservations. Here, we will study how a tool like Botphonic makes it feasible for hotels of any size. We’ll compare it with the present solutions, illustrate how AI voice agents operate, and tell you why your hotel can be a winner now.
Why Hotels Need AI Phone Calls?
Hotels often don’t answer calls, and every missed call can be a lost customer. Reservation systems that rely solely on phones face numerous problems:
- The staff may be busy with other tasks or simply unavailable during off-hours.
- During the busiest hours, reception staff may not be able to handle customer service requests due to high call volume.
- Travellers speaking different languages or from different countries may have difficulty understanding the conversation or need to wait for responses.
- The processes of booking and check-in are manual, which means they take a long time, cause errors, and have low productivity.
In the hospitality industry, it is estimated that nearly 40% of calls to hotels go unanswered; among those who do not receive an answer, many are potential customers who wish to make a booking.
As if that were not enough, hospitality companies claim they face worker shortages and rising labour costs, which, in turn, make the provision of human services 24 hours a day, 7 days a week, an expensive or unfeasible option.
Thus, hotels require a mechanism that guarantees answering every call, instant processing of bookings, and allows personnel to concentrate on providing excellent customer service rather than dealing with repetitive calls.
AI Call Analytics for Improving Hotel Operations
Contemporary lodging facilities apply AI call analytics to understand in-depth how the visitors behave and how the performance is in the operations sector. With the help of tools such as the AI Call Assistant of Botphonic, it is possible to turn every call into a valuable data source, which opens up new ways for hotels to optimize service, staffing, and revenue strategies.
1. Call Volume Patterns
AI Call Analytics unveil the moments when your establishment receives the highest and lowest number of calls. This supports locating the hours when the business is most active, weekends with a growing number of calls, or seasonal trends. Hotels with this information are able to schedule personnel and install self-service machines during rush hours.
2. Missed Call Trends
Analytics reveal that missed calls often occur, particularly during shift changes or in the middle of the night. By doing so, the hotelier becomes aware of revenue losses due to the absence of a certain type of inquiry handling. Implementing an AI call assistant eliminates or significantly reduces such situations.
3. Booking Conversion Rates
The AI reveals which calls result in bookings for the hotel. AI points out the parts of the scripts, introduces the offers, or selects the responses that cause higher conversions. With such information, lodging establishments become capable of increasing the number of direct bookings and decreasing the level of reliance on OTAs.
4. Common Guest Questions
AI Call Analytics also provides insights into the most frequently asked questions, such as inquiries about check-in hours, parking, room acclimatization, or requests for other services. Hotels may do this by pre-recording question-answering dialogues for automated FAQ support and simultaneously enhancing not only script accuracy but also providing more enriched content for the website.
5. Peak Reservation Times
Through AI the exact moments when the guests are most inclined to reserve rooms, like during the night or weekend days, could be followed. Using such facts, the hotel can confidently provide that their AI call assistant will be occupied with handling booking flows rather than other requests at times when demand is at its highest. Consequently, it results in increased booking capture and effective use of the resources.
NOTE
What Are AI Phone Calls for Hotels & How They Work
Hotels use an AI-driven “voice agent” to handle incoming guest calls, speaking in natural language, checking availability, making bookings, and confirming reservations without involving a human unless necessary.
It executes the job in this manner:
- The AI unit connects with your hotel’s online booking platform or property management system (PMS).
- Upon a guest’s call, the AI doesn’t leave them waiting for long but promptly answers, welcomes them in a friendly, human-like tone (sometimes even in multiple languages), and provides standard reservation questions (dates, number of people, room category).
- With the help of AI, the hotel can easily find the cheapest room rate and determine whether it is available. Once the room is available, the system confirms the booking, saves the guest’s information, and sends the confirmation via SMS or email, if desired.
This is what top AI voice solutions for hotels can do. For instance:
- AI provides 24/7 voice-agent assistance in more than 45 languages and can handle bookings, customer support, and even upsell amenities.
- Seekda Stay does the same by handling bookings, multilingual calls, and guest inquiries, thus helping hotels avoid missed calls and capture more bookings.
- CallaVox features customizable AI receptionists for hotels with multilingual support and advanced analytics.
PRO TIP
How Botphonic Fits In: Why It’s a Great Choice
If your hotel installs a system like Botphonic, it can enjoy all the advantages described above, thanks to the success of AI voice solutions. Here’s how Botphonic could benefit:
- Seamless 24/7 call handling: Botphonic can attend to guest calls anytime, ensuring you never lose a booking due to lack of availability.
- Instant reservations & check-ins: With a phone call, guests get a real-time check of availability and a booking confirmation, so no waiting time is required.
- If configured, multilingual support: International guests will be served by you smoothly, resulting in improved reach and guest diversity.
- Staff workload is reduced: The front desk team at your hotel will be able to free up time for guest experience, on-site service, and upselling opportunities.
- Guest satisfaction level is raised: Prompt, everyday, and natural service is always available to the guest and conveys that you are a professional, thereby creating trust.
- Revenue growth & direct bookings: By means of calls, revenue is maximised, third-party booking platforms are minimised in terms of dependency, and the upsell potential is increased.
To sum up, Botphonic gives your hotel the power to keep up with contemporary communication, reduce missed opportunities, and scale your operations without adding staff.
How to Get Started with Botphonic: Implementation Guide
Adoption of Botphonic is your decision, and a straightforward plan to commence would be as follows:
- Analysing call handling in the present situation: Find out how many calls are left unanswer, when the busiest call hours are, and the typical reasons for calls (bookings, check-ins, questions).
- Organise hotel information: Ensure your room inventory, rates, policies, and booking engine are up to date and ready for use.
- Establish conversational scripts: Determine which words Botphonic will use to greet guests, ask questions, handle availability checks, confirm bookings, upsell extras, and escalate if necessary.
- Test thoroughly: Internal tests should simulate guest calls to verify the handling of tricky situations, endings, cancellations, and modifications.
- Live gradually: There is an option to start only after hours or at night/on weekends. Full 24/7 can be consider once you are sure.
- Analyse performance & feedback: Recording call volume, booking conversions, guest feedback, errors, and escalations is crucial. You can make script and logic changes over time.
Lost call leads should not be your hotel’s money drain. Implement AI call analytics and voice automation to book the room automatically when staff are unavailable.
Use Botphonic’s AI Call Assistant NowFinal Thoughts
To be successful, the hospitality industry needs to be fast and available and provide a personal service. An AI phone call system can deliver all three advantages to your structure while still helping your staff avoid burnout.
A hotel programmed to work with Botphonic can:
- Make bookings nonstop, also when the staff is out of the office
- Decrease the number of calls that go unanswered, thus increasing monthly revenue
- Give guests a consistently warm, friendly service that they understand, no matter if they are multilingual or not
- Automation handles routine tasks, allowing employees to immerse themselves more in the high-touch art of hospitality.
- Use smart upsell strategies to direct more bookings and increase revenue.
AI technology is not a threat to the service industry but rather an opportunity for businesses to grow their client base, streamline unnecessary processes, and ultimately provide better service. If you intend to make more reservations, delight more guests, and manage your hotel more effectively, the right time to take action is now.
