The response takes account of both the question and previous arrangements
The assistant does not create a generic template. It reads the full thread, identifies open questions and uses the property’s current rules.
Late arrival and parking space
The guest refers back to an earlier booking, confirms arrival after 22:30 and asks whether a parking space has been reserved for them.
Complete response for approval
AI provides the late-arrival procedure but marks the parking-space status as requiring verification by a staff member.
- reference to the earlier conversation
- ready-to-use knowledge-based passage
- clear indication that information is missing
The suggestion supports staff — it does not send messages for them
The module reduces the time spent writing repetitive replies and keeps information consistent. The final meaning, tone and sending decision always remain with the staff member.
Reads the entire thread
It considers earlier questions, arrangements and the language of the conversation instead of replying only to the last sentence.
Creates a ready-to-use draft
It prepares a concise reply that follows the hotel's information and communication style.
Flags missing information
It highlights information that needs checking and does not turn uncertainty into a definite confirmation.
How is a response suggestion created?
Analysing the correspondence
AI reads the current message, previous arrangements and unanswered questions.
Checking the knowledge
It links the topic to a current procedure, offer or piece of information approved by the hotel.
Preparing the draft
It structures a reply in language and a tone suited to the conversation, flagging missing information.
Staff decision
The receptionist edits, approves or rejects the suggestion before sending it.
The thread and approved knowledge shape the reply
The assistant works alongside the message in the email client. It uses the conversation history and sources available under the user's permissions.
What does AI use?
- current message and thread history
- approved hotel knowledge
- language and tone standard
- staff member's permissions
What does the team receive?
- draft reply
- flagged information requiring verification
- staff decision recorded in the panel
Every email requires deliberate approval
The suggestion can be changed or rejected. The staff member checks the details relating to the specific guest and is responsible for initiating the sending process.
The receptionist chooses whether to use the draft, edits the content and always approves the message before sending it.
The module does not send messages automatically, change bookings, grant discounts or exceptions, or confirm information that is not present in the sources.
Less writing without losing control of correspondence
The staff member starts with a ready-made draft instead of a blank message.
AI keeps track of every question in the thread and does not overlook open issues.
The reply reaches the guest only after it has been checked by a staff member.
The assistant works directly in the email client
The AI interface is available alongside the message, while the Central Communication Hub records the case status and the team's decision.
Related process elements
Frequently asked questions
Does AI send emails automatically?
No. This module only prepares a suggestion, and a staff member always approves sending it.
Does the suggestion take earlier messages into account?
Yes. It analyses the entire available thread to preserve the context and answer open questions.
What happens when information is missing?
AI flags the missing information and asks the staff member to verify it instead of making up an answer.
How does this differ from email automation?
Suggestions always require approval. Email automation can send replies independently, but only within a routine scope approved in advance.