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From 3 to 7 pm, the front desk stays with the guest in front of it.

For wellness hotels where arrivals, spa questions and the phone all come at the same hour. When the front desk is busy or it is night, an AI answers, replies to the questions you have added and writes down wishes and requests for your team.

Call now+39 0473 480117 Visit at your hotel
16:20 · Front desk busyExample

Bis wann ist der Spa heute offen? Und darf unser Hund mit ins Hotel?

Der Wellnessbereich ist bis 19 Uhr geöffnet. Hunde sind im Hotel willkommen, im Spa nicht. Kann ich sonst noch etwas notieren?

Ja, meine Frau isst glutenfrei.

Answer from the hotel info
For the team16:23
Guest
Arriving tomorrow, room for 2
Answered
Spa hours, dog
Wish
gluten-free, to the kitchen
Language
German

Spa hours, dogs, allergies: the same questions while guests queue.

In the afternoon the arrivals come, guests stand at the front desk, and at the same time the phone rings. It is mostly the same things: how long the spa is open, whether the dog can come, where to park. Either the guest checking in waits, or the caller waits. Management feels it does nothing all day but react.

„Führungskräfte häufig am Abend nicht wissen, was sie in der Früh gemacht haben“

Alois Kronbichler, Belvita2026 · Read source

„Bei allem, was wir tun, müssen wir immer am Gast bleiben.“

Paul Zimmerhofer, chair of Belvita2026 · Read source

A scenario

An afternoon in a wellness hotel with ninety rooms.

Scenario · Example

Live

Wellness hotel, 90 rooms, Val Pusteria.

Four stars superior, spa, around 310 days open. Front desk around the clock, one person at night. A made-up hotel, a real problem. The story only uses what voisas can do today.

  1. Three arrivals are at the front desk. The phone rings, and after a few rings the AI picks up, as set in the phone system.

  2. Spa hours and dog: answered from the hotel info. The wish «gluten-free» is noted for the kitchen.

  3. A caller wants to talk to someone about a package. The AI puts them through to the front desk, as set up with the hotel.

  4. At night a guest asks about breakfast. The AI answers, and the night porter stays with his accounts.

Calculation, not customer data

calls per day
50
Check against: phone system log
to the AI, because busy (15%) or night (10%)
25% = 12.5
Check against: your forwarding rules
length per call, with note
3.5 min
Check against: a sample of ten calls
days open
310
Check against: your calendar

~44 minof phone time a day that no longer sits at the desk (12.5 × 3.5 min)

~227 hrsa year back with the guests in the hotel (44 min × 310 days). Not meant as staff cuts.

A made-up hotel, our assumptions. Put in your own numbers: your phone system log is enough.

What changes for your wellness hotel.

The team stays with the guest in front of them. The standard phone questions are answered, everything else is ready in writing.

  • Picks up when the front desk is busy Live

    And at night. You choose when calls are forwarded in your phone system.

  • Answers questions about your hotel Live

    Spa hours, dogs, getting here, parking, half board: whatever you add with us.

  • Notes wishes and requests Live

    Allergies, arrival time, room wish. In writing after every call.

  • Says she is an AI Live

    German, Italian, English. More languages on request.

  • Puts the guest through to the front desk if they ask

    Depends on your phone system; we set it up with you.

  • WhatsApp to the guest In progress
  • Call list at a glance, morning report Coming soon
  • Booking in your software Checked against your system
All features with status
Today, 3–7 pmExample
  1. Question: parkinganswered
  2. Spa hours · doganswered
  3. Spring packageput through
  4. Request May · 2 pplnoted
Front desk not interrupted
Request 17:48Call-back open
Room
Double room, quiet
Stay
May, 4 nights
Guests
2 adults
Language
Italian
Note
Anniversary, asks about a massage

How it gets set up in your hotel.

  1. Step 1

    We come to you

    A visit at your hotel, with front desk and spa. What do guests ask on the phone?

  2. Step 2

    Add your hotel info

    Spa hours, dogs, getting here, parking, half board. The AI answers from this.

  3. Step 3

    Set up call forwarding

    In your phone system: when busy, after a few rings, at night.

  4. Step 4

    Test it yourself

    Your team calls before a guest does. Only then do we switch it on.

What wellness hoteliers ask.

From the hotel info we write down with you during setup: spa hours, dogs, getting here, parking, half board. If something changes, tell us and we update it.

She is set up to say only what is in your hotel info. Anything else she takes down as a question for your team, with name and call-back number.

Yes. If the guest wants a person, she puts them through to your front desk or a mobile, depending on your phone system. We set that up with you.

She takes down the wish, your team enters it. Whether a direct entry into your software is possible depends on the software. We check it with you before we promise anything.

No. The calculation above means time that goes back to the guest. The front desk stays, it is just interrupted by the phone less often.

Other hotels, other phones.

Ask her about the spa hours.

The test line answers as Hotel Sonnwart, a test hotel, and answers questions about that hotel. Your hotel gets your answers.

Call now+39 0473 480117 Visit at your hotel

Test line · around the clock

+39 0473 480117

Hotel Sonnwart is a test hotel.
Your hotel gets its own voice.