Scenario · inbound calls
Guesthouse bookings by phone, even when you have no signal
An AI voice agent takes guesthouse bookings by phone: it asks for the dates and the number of guests, says which rooms are free, explains the cancellation policy from your documents and blocks the booking in the calendar. The confirmation then goes out by WhatsApp or email.
Updated 3 October 2026
Pensiunea Pârâul cu Brazi, bună ziua! Sunt Elena, asistentul virtual al pensiunii. Apelul este înregistrat. Cu ce vă pot ajuta?
Bună ziua. Căutăm cazare pentru un weekend, doi adulți și un copil.
Cu drag. Pentru ce weekend v-ați gândit?
24-26 octombrie, vineri până duminică.
Două nopți, de vineri până duminică. Pentru acele date mai am o cameră dublă cu pat suplimentar și un apartament cu două camere.
Ce diferență e de preț?
Camera dublă cu pat suplimentar este 380 de lei pe noapte, cu micul dejun inclus. Apartamentul este 520 de lei pe noapte și are balcon spre pădure.
Contează vârsta copilului? Are 6 ani.
Copiii până la 7 ani stau gratuit în patul suplimentar, plătiți doar micul dejun, 30 de lei pe zi.
Atunci luăm camera dublă cu pat suplimentar.
Foarte bine. Total pentru două nopți: 820 de lei, cu micul dejun pentru toți trei. Pe ce nume fac rezervarea?
Bogdan Niculescu.
Pentru confirmare cerem un avans de 30%, adică 246 de lei. Vă trimit linkul de plată pe SMS sau pe email?
Pe email. bogdan.n@exemplu.ro.
Am trimis linkul. Rezervarea vă rămâne blocată 24 de ore, până la plata avansului.
Aveți și parcare?
Da, parcarea e gratuită, în curtea pensiunii. Cazarea se face de la ora 14, iar plecarea până la ora 11.
Perfect, mulțumesc!
Vă așteptăm cu drag! Vă trimit și indicațiile de drum pe email, împreună cu confirmarea.
Call ended. Everything is in the record.
PerioadăCamerăRezervare
- Perioadă
- 24-26 oct · 2 nopți · 2 adulți + 1 copil
- Cameră
- Dublă + pat suplimentar · total 820 lei
- Rezervare
- Blocată 24 h · link avans trimis ✓
Simulated call with a fictional business and data.
What happens when a guest calls at 10 pm?
People looking for a place to stay usually call in the evening, once they have picked the weekend. If nobody answers, they call the next guesthouse on the list. The AI voice agent answers on behalf of your guesthouse, with its name and the tone of a welcoming host, at any hour.
There is no "press 1" menu. The guest speaks normally: "we'd like two nights in October, two adults and a child". The agent understands, asks only for what it still needs and never asks for the same detail twice.
You can hear an example in the widget above, with a fictional guesthouse (the widget conversation is currently in Romanian). Below, the whole call step by step.
The phone doesn’t ring only during office hours
Your people work set hours. Customers call when they have time: early morning, at lunch, in the evening. The agent is there then too.
- outside hours · office hoursEvenings, nights and early mornings, the phone rings out
- outside hours · the agentThe agent answers, takes notes and leaves the summary for the morning
In the example, 7 of 11 calls fall outside office hours: 00:42, 06:36, 08:12, 17:24, 19:00, 20:36, 22:18.
Illustrative calls, not real data. Office hours are an example.
From "good evening" to a booking in the calendar
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It finds out the dates and the group
Arrival, departure, how many adults, how many children and their ages. Age matters if you have different rules for children.
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It checks the calendar
It looks at the free rooms for the requested dates and offers two or three options, not a long list the guest will forget.
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It describes the room types
Double, with an extra bed, apartment: for each one it says what you have written in the knowledge base, including whether breakfast is included.
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It explains the cancellation policy
It takes the rule from your documents and states it as written, without softening it or making exceptions of its own.
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It blocks the booking
It notes the name, phone number and, if you want, the email. The booking goes into the calendar so nobody sells the room twice.
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It sends the confirmation
By WhatsApp or email, as the guest prefers, with the dates, the room and directions.
What does the agent tell callers about your guesthouse?
The agent does not improvise your house rules. It answers only from the documents you give it: the room list, the rates, the house rules, your website. If the information is not there, it honestly says it does not have it and notes the question for you.
Start with a simple document listing the questions you are asked most often. How it works shows where that document fits in the setup.
Someone calls at 11:40 pm. What happens next
The agent answers right away, looks in what you gave it and sees the request through: an answer, a booking or a message noted for your team.
- 01Calls
- The customer calls any time, at night too
- 02Answers
- The agent answers right away, no queue
- 03Looks up
- Knowledge base your documents and website
- 04Resolves
- Answers from what you gave it
- Books offers 2-3 free slots
- Takes a message when a person is needed
- 05After the call
- Summary in the portal recording and transcript
- Confirmation by SMS or WhatsApp
- Team notification a colleague calls back
What it does, and does not do, on your behalf
- Answers calls at night, at weekends and in the busy season
- Checks availability in the room calendar
- Records the booking with the guest's name and contact details
- Sends the confirmation by WhatsApp or email
- Speaks with foreign guests in their own language
- It does not take card details by phone
- It makes no exceptions to the cancellation policy
- It does not negotiate rates or special packages
- It does not handle large events (weddings, christenings, groups) without a person
- It does not promise rooms that are not free in the calendar
After the call, everything is written down
The booking in the calendar
Dates, room and number of guests, ready for you to prepare the room.
Transcript and summary
You can replay the call and see what the guest asked for, in the portal.
What it costs and where to go next
You pay per conversation minute, and the only calls not charged are those nobody answers (voicemail is charged as a normal minute). The details are on the pricing page. If you host foreign guests, see the available languages. For calls that are not about bookings, see 24/7 call answering.
Quick answers
Frequently asked questions
Can the agent accept bookings when the guesthouse is full?
No. The agent checks the calendar and offers only free rooms. If the requested dates are taken, it can suggest nearby dates or note the request so you can contact the guest.
How does it know the cancellation policy?
From the documents you upload to the knowledge base. It states the policy as written. If you change it, you update the document and the agent uses the new version from the next call.
Do guests get a written confirmation?
Yes, by WhatsApp or email, with the booking details. You choose the text, and it can be different for each channel.
Can the deposit be paid over the phone?
The agent does not take card details. It can send the guest a link or the payment details you have configured, and the payment is made outside the conversation.
What if the caller wants to speak to a person?
The agent notes the request and the reason, and you or your team call back. You decide in advance which cases need a person.
Continue with
Where to go next
Tourism and guesthouses
AI voice agent for guesthouses and small hotels: it takes booking requests by phone and answers questions on check-in, parking or pets, in their own language.
Follow-up after the call
After every call, the AI voice agent sends SMS, WhatsApp or email: a confirmation, a document list, a payment link or a summary. Billing and rules explained.
24/7 call answering
24/7 call answering with an AI voice agent: it takes calls after hours, answers from your documents, takes messages, books appointments and sends a summary.
The line is free
Hear it, then decide.
Sign up, see the estimated cost in the form and test the agent on your own phone before it calls anyone.