The customer immediately sees the space they asked about
Instead of attaching the property’s entire presentation, AI highlights a few materials that directly match the needs in the brief.
Terrace banquet and horseshoe layout
The customer wants to see the evening outdoor space and check the room layout for a management workshop.
Three relevant materials
AI finds photos of the terrace, a floor plan of the right room and the current catering package, without attaching irrelevant files.
- material name and version
- reason it matches the enquiry
- selection left to the sales representative
The current file, the right context and less searching
The module uses an approved library. Metadata, versions and dates help exclude outdated materials and limit the results to what genuinely helps the customer.
Searches the library
Finds photos and documents by property, space, service, language and version.
Matches the conversation
Connects the brief and draft response with the materials needed at that stage.
Suggests files beside the message
Shows recommended files where the sales representative is preparing a response or proposal.
How does AI select materials for a proposal?
Analysing the brief
AI reads the customer’s needs and the scope of the message being prepared.
Identifying the required format
It determines whether a photo, floor plan, presentation, menu or terms document would be useful.
Checking the library
It searches for current, approved files and compares their descriptions and usage rules.
Employee selection
The sales representative decides which materials to attach and can replace any recommendation.
The library retains versions and usage rules
A good recommendation requires more than a file name. The system should know the property, scope, language, version, update date and approval status.
What does AI use?
- customer brief and proposal scope
- draft response
- approved library of photos and documents
- material versions, descriptions and usage rules
What does the team receive?
- shortlist of relevant files
- reason for recommending each material
- materials ready to be added manually
Only a deliberately selected file reaches the message
The sales representative sees the recommendation but retains control over the attachments and the final set sent to the customer.
The employee selects the materials, can skip or replace them, and approves the complete message before sending.
The module does not generate new photos or documents, modify source files, attach unapproved resources or send messages.
Fewer files, better responses
The customer receives materials that address their specific question and proposal option.
Status and date help prevent an old menu, floor plan or presentation from being sent.
The sales representative chooses from a short recommendation instead of browsing folders and drives.
The source is the hotel’s controlled library
Materials can come from agreed drives, folders or a document system. Access preserves the source permissions and versions.
Related process elements
Frequently asked questions
Where does AI get the materials from?
From agreed folders, drives or the property’s library, subject to the appropriate permissions.
Can it identify outdated files?
It can use versions, dates and statuses when this information is retained in the source.
Is the material added to the message automatically?
No. The sales representative selects the files before sending.
Will it take account of points agreed on the phone?
Yes, if the call summary has been shared as part of the enquiry context.