🔄 How Our AI System Works

Interactive guest journey flowchart showing every automation touchpoint from discovery to post-stay follow-up

95% Auto-Approval
6-Touch Communication
24/7 Automated

5-Stage Guest Journey

Click any stage to see detailed automation

Stage 1: Discovery & Research

👤 Guest Actions

🔍 Search
Searches "hotels near Bethel Maine" or "Sunday River lodging"
📱 Browse Website
Views landing pages, checks availability, reads reviews
💰 Compare Prices
Checks direct pricing vs OTA rates

🤖 AI Automation

📊 Dynamic Pricing
AI adjusts rates 2-3x/day based on demand, seasonality, competitor rates
✓ Updated hourly
🎯 SEO Optimization
Landing pages optimized for "Sunday River", "pet-friendly", "RV parking"
📈 Analytics Tracking
Track visitor behavior, popular pages, conversion funnels

👨‍💼 Staff Actions

🎨 Content Updates
Periodic: Add new photos, update seasonal content
Manual: Monthly
📞 Voice AI Monitoring
Review call transcripts for quality assurance
Manual: Weekly

Stage 2: Booking & Confirmation

👤 Guest Actions

📅 Select Dates
Chooses check-in/out dates, room type
💳 Enter Payment
Stripe secure checkout (Level 1 PCI compliant)
✉️ Receive Confirmation
Instant email with booking details within 60 seconds

🤖 AI Automation

📧 Email Parsing (External Bookings)
AI extracts: name, dates, room, payment from Booking.com/Airbnb emails
✓ 95% auto-approval
💾 Database Entry
Booking created in unified_messages table with confidence score
📨 Confirmation Email
Auto-send: Booking details, cancellation policy, contact info
Email Template Preview:
Subject: Booking Confirmed - West Bethel Motel
Sent: Within 60 seconds of payment
Includes: Confirmation #, dates, room type, total cost, cancellation terms

👨‍💼 Staff Actions

🔍 Manual Review (Low Confidence)
Only if AI confidence <95%: Verify booking details
Manual: ~5% of bookings
✅ Override Approval
Staff can approve/reject via admin dashboard

Stage 3: Pre-Arrival Communication (6-Touch Sequence)

👤 Guest Actions

📬 Receives 6 Emails
Automated sequence from booking to check-in day
📝 Reads Pre-Arrival Info
Directions, parking, check-in process, local tips
💬 Optional: Special Requests
Reply to any email with questions (goes to staff)

🤖 AI Automation

📅 Touch 1: Booking Confirmation
Timing: Immediate
✓ Sent within 60 seconds
📅 Touch 2: Welcome Email
Timing: 7 days before arrival
Includes: Property info, area guide
📅 Touch 3: Pre-Arrival Details
Timing: 48 hours before
Includes: Directions, parking, check-in instructions
📅 Touch 4: Check-In Day Reminder
Timing: Morning of arrival
Check-in time: 3 PM, Early check-in if available
🏠 Housekeeping Auto-Assignment
AI assigns room cleaning based on check-in date, priority algorithm
✓ Task created 24hrs before arrival

👨‍💼 Staff Actions

📞 Handle Special Requests
If guest replies to email: crib, early check-in, etc.
Manual: ~10% of bookings
🧹 Housekeeping Confirmation
Staff confirms room ready, uploads photo proof
Manual: Day before check-in

Stage 4: During Stay

👤 Guest Actions

🚗 Arrive & Check-In
Mobile check-in via guest portal OR front desk kiosk
🔑 Receive Door Code
Digital code delivered via SMS/email (no physical keys)
Door Code System:
Delivered: Upon check-in completion
Format: 6-digit code unique to reservation
Expires: Automatically at checkout time
🛏️ Enjoy Stay
Access guest portal for: late checkout request, maintenance issues
🚪 Check-Out
Self-service or front desk. Door code auto-expires at 11 AM

🤖 AI Automation

🔐 Digital Access Control
Door code generated, activated at 3 PM check-in, expires at 11 AM checkout
✓ Automated scheduling
📱 Guest Portal Access
Self-service: View reservation, request late checkout, report issues
📅 Touch 5: Mid-Stay Check-In
Timing: Day 2 of multi-night stays
"How's everything? Need anything?"
🧹 Housekeeping Coordination
Checkout triggers cleaning task, priority based on next check-in
✓ Auto-task creation

👨‍💼 Staff Actions

🛠️ Respond to Issues
If guest reports: A/C not working, WiFi down, etc.
Manual: ~5% of stays
✅ Late Checkout Approval
Review request, approve if next check-in allows (auto-suggests)
Manual: ~15% of requests
🧹 Complete Housekeeping
Clean room per checklist, upload photo verification
Manual: Every checkout

Stage 5: Post-Stay Follow-Up

👤 Guest Actions

📬 Receives Thank You Email
Automated follow-up within 24 hours of checkout
⭐ Leaves Review (Optional)
Google Reviews link, incentive: "Help us improve"
🔄 Repeat Booking
Loyalty discount code included (10% off next stay)

🤖 AI Automation

📅 Touch 6: Thank You Email
Timing: 24 hours after checkout
Includes: Review request, loyalty discount, future booking link
Email Content:
"Thank you for staying with us!"
Google Reviews link (incentive: $10 gift card raffle)
Loyalty code: RETURN10 (10% off)
Future booking: Easy rebooking button
💾 Guest Profile Update
Store preferences: room type, pet-friendly, quiet location
✓ For personalized future stays
📊 Analytics Tracking
Record: satisfaction, repeat rate, review submission

👨‍💼 Staff Actions

⭐ Monitor Reviews
Check Google Reviews weekly, respond to all (good & bad)
Manual: Weekly 30min
📞 Follow-Up on Issues
If guest reported problem: personal call to resolve
Manual: ~3% of stays

Automation Impact: By the Numbers

95%
Bookings Auto-Approved
AI confidence threshold
6
Automated Email Touches
Booking to post-stay
75%
Time Savings
60 hrs/week → 15 hrs/week
24/7
Uptime
AI never sleeps
Calculate Your ROI →

🛠️ Technical Architecture

📧 Email Parsing Agent

Function: Extracts booking data from OTA confirmation emails (Booking.com, Airbnb, Expedia)
Accuracy: 95% confidence threshold for auto-approval
Fallback: Low-confidence bookings flagged for manual review
Processing Time: <2 seconds per email

💰 Dynamic Pricing Agent

Function: Adjusts room rates based on demand, seasonality, competitor pricing
Update Frequency: 2-3x per day (morning, afternoon, evening)
Data Sources: Occupancy trends, local events, weather forecasts, competitor scraping
Constraints: ±20% max change without manual approval

💬 Guest Communication Agent

Function: Manages 6-touch email sequence from booking to post-stay
Personalization: Uses guest name, dates, room type, special requests
Timing: Confirmation (instant), Welcome (-7d), Pre-arrival (-2d), Check-in (day-of), Mid-stay (+1d), Thank you (+1d)
Override: Staff can send manual messages anytime

🧹 Housekeeping Workflow Agent

Function: Auto-assigns cleaning tasks based on checkout schedule and priority
Priority Algorithm: Next check-in time, room type, VIP status
Task Creation: Triggered at checkout + immediately for next-day check-ins
Verification: Photo upload required for task completion

See This System in Action at Your Property

Schedule a live demo to see how AI automation transforms your guest journey

Schedule Demo Calculate Your ROI
📞 Questions? Call: (207) 836-3575