AI Receptionist for Hotels
Guests ring to book rooms, ask about check-in and request something before arrival. Viyo answers each call promptly and sends anything for a person straight to the right desk.
It works within the room types and policies you set.
What your receptionist handles
The everyday guest calls that keep a front desk occupied.
Room booking enquiries
Captures dates, guest numbers and room preferences, then checks availability.
Changes to existing stays
Finds the booking and handles date changes or cancellations within your policy.
Group and event blocks
Records headcount, dates and requirements for your sales team to follow up.
Pre-arrival requests
Notes early check-in, cots, accessibility needs and special occasions for the desk.
Property information
Answers questions on check-in times, parking, breakfast, pets and facilities.
Guest issues and routing
Sends housekeeping, maintenance or billing calls to the right department.
Where the front desk falls behind
The desk is often busy with arrivals and departures just when phones ring the most.
Calls unanswered during check-in surges
With a queue at the desk, the phone rings out and a possible reservation moves on to another property.
Late-night guests and overseas callers
Travellers in other time zones call when your desk is quiet or unstaffed, and expect a quick answer.
Room bookings need repeated clarification
Dates, room types, extra beds and rates take several exchanges to pin down by phone.
Group and event enquiries lack detail
Wedding blocks and corporate stays need headcount, dates and needs captured before sales can quote.
Four call types, ready to run
Set them once and they run the same way each time.
New room reservation
Turns a general enquiry into a confirmed stay.
- Ask arrival date, nights and number of guests
- Check room types against availability
- Note preferences such as quiet floor or extra bed
- Send a confirmation to the guest
Group booking enquiry
Hands your sales team a complete lead.
- Ask about the occasion and number of rooms
- Record dates and any meeting or event space needed
- Note budget range and contact details
- Send the summary to your sales team
Guest request before or during a stay
Makes sure requests reach the right person.
- Identify the guest and reservation
- Log the request, from late check-out to extra towels
- Route to the front desk, housekeeping or maintenance
- Tell the guest what happens next
Modify or cancel a stay
Handles changes without pulling the desk away.
- Locate the reservation by name and dates
- Explain your change and cancellation policy
- Offer alternative dates if the guest wants
- Confirm the outcome by text or email
What changes at the front desk
Fewer bookings lost to busy lines
Every enquiry gets an answer, even during arrivals and departures.
Desk staff stay with guests in person
Phone traffic no longer competes with the queue at the counter.
Sales leads arrive ready to quote
Group enquiries come with dates, headcount and needs already captured.
Requests reach the right department
Housekeeping, maintenance and billing each get clear messages.
Getting your property covered
- 01
Describe rooms and policies
Share room types, rates you can quote, cancellation rules and facilities.
- 02
Map your departments
Decide who receives group leads, housekeeping and maintenance requests.
- 03
Connect availability and phone
The agent checks real room availability and answers your existing number.
- 04
Test and go live
Listen to sample calls, adjust the wording and switch it on.
A family asks about rooms for a weekend
Hi, I'd like to book two rooms for a family weekend next month.
Happy to help. This is the Harbour Point Hotel. Which dates were you considering?
Friday the 14th to Sunday the 16th.
Thanks. How many guests in total, and are there any children?
Four adults and two kids, aged six and nine.
I can offer two connecting family rooms with sea views. Would you like those?
Yes, connecting is perfect. Is breakfast included?
Breakfast is served from 7:00 to 10:00 am, and the family rate includes it for children. May I have a name for the booking?
Lena Fischer.
Thanks, Lena. Two connecting rooms are reserved for the 14th to the 16th under Fischer, and a confirmation is heading to your email.
Connects to how your property runs
Viyo adapts to your existing set-up without a rebuild.
Call a Viyo agent as a hotels customer would
Pick up the mic and talk to a live voice agent. No signup needed.
You'll say: “I'd like to book two rooms for a family weekend next month.”
Then listen as the agent checks availability, confirms the details, and wraps the call - the way it would on a real call.
Live call via the Viyo Voice SDK · mic access required
Hotels: what you'll want to know
Can the agent quote rates and take payment details?
It quotes the rates you approve. For card details it can hand off to your team or a secure step you configure, rather than collecting them in an open conversation.
What happens with an urgent issue from a guest in a room?
You define the rules. Safety or emergency wording can transfer straight to your duty manager or on-call contact.
How does it handle a caller who wants a special arrangement?
It records the request, notes the dates and passes it to your team instead of promising anything outside your policy.
What happens when a guest asks something it doesn't know?
It says so honestly, takes a message and routes it to the right desk.
Can it transfer to the front desk during the day?
Yes. You choose which calls go to a person and what happens if the desk is busy.
Can we keep our existing main number?
Yes. Guests keep dialling the same number, and you decide when calls go to the agent.
Welcome every caller like a guest
Try the live demo, then set up Viyo as the voice of your front desk.