A guest calls about a room for the weekend while the front desk is checking in a family. Someone wants a table for twenty, or a caterer for a puja, and the manager is on the floor. A traveller asks about a hill station trip after the office has closed. Hotels, guest houses, restaurants, caterers, banquet halls and travel agencies can lose bookings to a phone that rings out.

The calls after the booking slip too: the confirmation, the reminder before arrival, the call back to someone who asked for one, and the feedback after the stay.

How BuddyX helps hotels, restaurants and travel agencies

1. Booking calls answered

Calls ring for your front desk first. When nobody can pick up, BuddyX answers on your own number and takes the request: the dates, the number of guests, the room or table and any special needs. It repeats the request back and saves it for your desk to confirm.

2. Confirmations and reminders on WhatsApp

Once your desk confirms, the details go out on WhatsApp. Before check-in, the table or the trip, a reminder follows with the time and the address.

3. Enquiries called back

Catering, banquet and tour enquiries go on a calling list that the BuddyX team sets up with you, and a WhatsApp asking for a call becomes a call. The agent notes the date, the group size and what they want, and passes serious enquiries to your team.

4. Feedback after the stay or the event

A day after the stay, the meal or the trip, the agent asks how it went. Unhappy guests are marked for your manager with the reason in their own words.

What a call sounds like

A made-up example. Hotel Shubh Residency is not a real hotel, and the guest is invented. The call came in while the front desk was checking in a tour group.

BuddyX: Namaste, Hotel Shubh Residency. Main BuddyX bol rahi hoon, hotel ki AI assistant. Bataiye, kya madad kar sakti hoon?

Guest: 14 December se do raat ke liye room chahiye. Hum do log hain.

BuddyX: Ji. Deluxe room ya family suite, kaunsa dekhna chahenge?

Guest: Deluxe. Early check-in ho jayega? Train subah 8 baje pahunchti hai.

BuddyX: Check-in dopahar 12 baje se hai. Early check-in front desk dekh kar batayega. Toh 14 se 16 December, do raat, ek deluxe room, do mehmaan, aur subah jaldi check-in ki request. Front desk booking confirm karke WhatsApp par bhejega.

The early check-in goes to a person, and the request is repeated back before the call ends.

After the call

Write these in your own words and keep them short.

When the desk confirms the booking

Your stay at Hotel Shubh Residency is confirmed: 14 to 16 December, one deluxe room, two guests.

Check-in from 12 noon. We have noted your early check-in request.

Reply here if your plans change.

The day before arrival

We look forward to welcoming you tomorrow at Hotel Shubh Residency, Station Road. [Google Maps link]

Reply "call me" if you need directions or a pickup.

When a guest replies "call me", that message becomes a call: BuddyX calls them back.

Your team stays in charge

Calls ring your team first, and BuddyX picks up only when nobody can. It hands a call to your team whenever it is not sure. Your team can watch any call live and take it over in one click, and every call is saved with its recording, full transcript and a short summary. You set the calling hours, the days and a daily limit. One click stops everything.

Calling rules

Confirmations, reminders and callbacks go to your own guests and to people who enquired. Calls that advertise to people who never dealt with you are promotional, and TRAI's rules on commercial calls apply to them. Declare your AI calling, and the numbers you use, to your mobile operator before you start, and let the agent say it is an AI assistant. Read our guide to AI calling rules in India.

Frequently asked questions

Does it confirm room availability on the call?

No. It takes the booking request, repeats it back and saves it for your front desk. Your desk confirms, and the guest gets the details on WhatsApp.

Can restaurants and caterers use it too?

Yes. It takes table and catering requests, answers menu and timing questions from what you teach it, and calls back people who asked for a call.

Can travel agencies call back tour enquiries?

Yes. Tour enquiries go on a calling list that the BuddyX team sets up with you. The agent notes the dates, the group and the destination, and passes serious travellers to your team.

Can it talk to guests in English?

Yes. It speaks Hindi, English and more, in a male or female voice, and switches to English when the guest does.