First steps with your AI front desk agent

In this guide you'll take your first steps with your AI front desk agent so it serves your guests in your hotel's voice. In a few minutes you'll have an assistant that answers questions, quotes with real rates, and closes reservations, while your team focuses on those already at home.

One important rule before you start: the AI never makes things up. If it can't find the answer in the information you gave it, it transfers the conversation to your front desk instead of improvising. That protects your guests' trust.

Step 1: Load the hotel knowledge base

It all starts with good information. Upload to R2 OS everything a guest might ask so the agent answers with certainty and never has to guess.

• Rooms, real rates, and availability by season
• Check-in, check-out, cancellation, and pet policies
• Services, amenities, schedules, and payment methods
• How to get there, parking, and nearby points of interest

Step 2: Set the tone and personality

Your agent represents your hotel, so it should sound like it. Choose a warm, formal, or relaxed tone, and define how it greets, how it says goodbye, and which phrases make it feel part of your team. An agent with its own personality makes every guest feel authentic, close attention.

Step 3: Review and correct the first replies

During the first days, read what your agent answers and correct anything that isn't perfect. The agent learns from your corrections: every adjustment you make today improves tomorrow's replies. It's worth spending time fine-tuning this step, because it's the foundation of a reliable assistant.

Step 4: Turn on the actions

When you trust its replies, turn on the actions that close the sale. Your agent can quote with real rates, book the room, and charge the deposit inside the same chat, around the clock. That way the guest goes from question to confirmed reservation without leaving WhatsApp.

Step 5: Monitor from the unified inbox

From the unified inbox you see every conversation in one place. Your front desk can follow what the agent does, step in whenever it wants, and pick up any chat the AI has transferred. That way you never lose control or leave a guest without an answer.

With these steps your AI front desk agent is ready to serve guests 24/7 in your hotel's voice, always backed by your team. Remember: the AI answers what it knows and transfers what it doesn't, so your lodging always delivers flawless service.