Explore the demo01
Answer from your arrival policy
Explain the late check-in steps you wrote, such as the after-hours entrance or the night manager’s number, and where overnight parking is.
Hotels & inns
An AI receptionist for independent hotels, inns, and B&Bs, awake at 2 a.m.
Guests call to ask about early check-in, the parking garage clearance, whether the pool is open, and if you have a king room for Friday. Your assistant answers from your policies and amenities in the guest’s language, points new bookings to your booking link or your front desk, and puts guest safety calls in front of your staff right away.
An AI receptionist for hotels answers guest calls, website chat, texts, email, and WhatsApp around the clock, using your room types, policies, and amenities. InsertChat’s assistant handles check-in, parking, pet, and amenity questions in the guest’s language, points new bookings to your booking engine or records them for the desk, saves group requests, and flags guest safety issues for staff.
EXAMPLE WORKFLOW · Phone call
Handle a late-arrival call without waking the manager
A guest with a reservation calls at 11:40 p.m., after your front desk has closed for the night.
“Our flight’s delayed and we won’t get in until 1:30 a.m. How do we check in that late, and is there anywhere to park overnight?”
02
Record the late arrival
Note the reservation name and the new arrival time on the guest’s contact, so the morning team sees it in the shared inbox.
03
Flag it if your policy asks
If late arrivals are on your handoff list, the conversation is marked for a person and it waits in the inbox’s Needs you view for your on-duty teammate.
Your team sets the boundaries
Medical emergencies, fire or smoke, threats to a guest’s safety, and guests stranded outside at night are marked urgent for staff, after the caller hears your emergency instructions, such as calling 911. Refunds, rate disputes, and damage charges go to a manager.
Illustrative scenario. Answers depend on your sources; actions depend on your connected tools and permissions.
What it handles for hotels and inns
Answers come from the knowledge you add. Anything on the urgent list follows the handoff rules you set.
Handled by your assistant
Handled by your assistant- Check-in and checkout times, with early check-in and late checkout requests recorded for the desk
- Room types, bed setups, accessibility features, and amenities you list
- Parking, shuttle, pet, and smoking policies
- New booking questions, answered with your booking link or recorded for the front desk
- Group, wedding block, and meeting room inquiries, saved with dates and room counts
- Breakfast and pool hours, directions, and local tips you add
Sent straight to your team
- Medical emergencies or injuries on the property
- Fire, smoke, gas smells, or a carbon monoxide alarm
- Threats, harassment, or a guest who feels unsafe
- Guests locked out or stranded at night
- Flooding, no heat, or a broken door lock in a room
- Billing disputes, refund requests, and damage charges
What it asks and what it needs to know
Details it collects
Details it collects- Guest name, phone number, and email
- Reservation name or confirmation number, if they have one
- Arrival and departure dates and the number of guests
- Room type and bed preferences
- Accessibility needs, such as a roll-in shower or ground-floor room
- For groups, the number of rooms, the dates, and any meeting space
- Late arrival time or special requests for the stay
What to add to its knowledge
- Room types, bed configurations, and occupancy limits
- Check-in, checkout, deposit, and cancellation policies
- Parking, shuttle, pet, and smoking rules
- Amenities and their hours, from breakfast to the pool
- Your booking engine link and group sales contact
- Emergency instructions and the after-hours number you choose to share
Can an AI receptionist book hotel rooms?
It sends guests to book and leaves rates and inventory to you. InsertChat doesn’t connect to hotel property management systems or booking engines, so the assistant can’t see live availability or hold a room. It shares your booking link in chat, text, and WhatsApp replies, or records the dates, room type, and guest details for your front desk to confirm. Group and wedding blocks are saved as leads for your sales contact.
What does it do when a guest calls about an emergency?
It tells the caller to contact emergency services first if anyone is hurt or in danger, then reads the instructions you wrote, such as the on-call manager’s mobile number. The conversation is marked urgent, your teammates get an email alert, and the transcript and summary sit in the shared inbox. InsertChat can’t transfer a live call, so list every number guests should dial at night.
Can it talk with international guests?
Yes. The assistant follows the language the guest speaks or writes, using the same room, policy, and amenity information you added in English. You can also fix it to one business language if you prefer. Travelers abroad often message rather than call, so connect WhatsApp and their questions reach the same assistant and the same shared inbox as your phone line.
How much does an AI receptionist for hotels cost?
Pro is $98 a month for one phone number, a monthly credit balance, three staff seats, and three AI assistants, enough for a small group to give each property its own assistant with its own policies. Each extra number costs $10 a month, calls round up to whole minutes, and texts and WhatsApp messages can carry their own fees. Annual billing is 10 monthly payments upfront.
Explore the shared workspace
Explore the InsertChat demo ↗
InsertChat / InboxOpen full demo Explore InsertChat’s shared workspace with Northstar Home Services, our fictional demo business.
Features for hotels and inns
AI receptionist
InsertChat answers your business calls from your own services, hours, and prices. It books appointments on your calendar and brings in your team, full transcript attached, when a person should follow up.
Explore AI receptionist
Bilingual answering
Callers who speak Spanish hear Spanish, and callers who speak English hear English, from the same assistant and knowledge.
Explore Bilingual answering
After-hours answering
Your team’s phones ring while you’re open. After hours, or whenever nobody picks up, the AI receptionist answers, books the visit, and flags emergencies to your team.
Explore After-hours answeringConnect the calendar and tools you use
All integrations ↗
More hospitality & events industries
Hospitality & events overview ↗- RestaurantsAnswer hours, menu, and reservation calls without pulling staff off the floor.
- Party & event rentalsCollect rental requests with dates, items, and venues while your crew delivers and sets up.
- Event venuesAnswer date, capacity, and package questions, book venue tours, and route event-day issues to your coordinator.
- CateringCollect the date, headcount, and dietary needs on every catering inquiry, and flag day-of problems to staff.
- PhotographersShare packages, book consult calls and mini-sessions, and keep every shoot inquiry while you’re behind the camera.
- Wedding & event plannersQualify couples by date, budget, and guest count, book discovery calls, and catch wedding-week emergencies.
Yes. Set your desk hours and time zone, and calls ring your front desk while it’s staffed and go to the assistant after it closes. Overnight shifts are supported, and you can have the desk phone ring for 5 to 60 seconds before the assistant picks up during busy check-in hours.
Hotels in the US and Canada keep the number printed on their website and confirmations and forward its calls to the routing number InsertChat provides. A verification call confirms the forwarding before guests rely on it. Properties elsewhere can use a local or toll-free InsertChat number where available; porting isn’t offered.
Guests can text your InsertChat number and get answers from the same knowledge as your phone line, and WhatsApp works with a WhatsApp Business account. Picture messages, such as a photo of a leak, go to a person instead of an automatic reply. A guest who texts STOP is opted out.
It listens, records the details, and hands the conversation to a manager. Upset guests are on the assistant’s default handoff list, and emailed complaints and payment questions are held back from automatic replies. Your manager sees the full conversation before calling the guest back, so nobody has to repeat the story.
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