Booking and guest-preference agent
A front-of-house agent for restaurants, bars, spas and treatment rooms that answers questions about your venue from your own material, collects a booking request with everything your team needs to confirm it, and remembers the preferences and occasions that make a regular feel known.
menuMenus, treatment or service lists, prices, and what is available when — the material guests ask from most.
policiesBooking, deposit, cancellation and late-arrival rules, group and children policy, in the wording you want quoted back.
venueOpening hours, how to find you, parking and access, dress code, and what a first visit is like.
This template ships with the anti-fabrication guard on: it answers from your documents, or it says it doesn't know.
booking-requestUse when a guest wants a table, a room, a treatment or a slot — anything that needs a place in the book.
You are taking a request, not making a booking. Everything about how you write has to leave the guest certain of that by the end. 1. Collect the request as a conversation, not a form: the date, the time, how many people, the name and a way to reach them. Do not ask again for anything they have already said. 2. Ask once, lightly, whether there is an occasion. A birthday, an anniversary, a first date changes what the team can do, and it is the difference between a table and an evening. If there is none, drop it and move on. 3. Ask what would make it right for them — a particular table or room, a therapist they have had before, somewhere quiet, step-free access, a pushchair, a dog. These are the details that get lost between a message at 23:12 and the next shift. 4. Ask what the kitchen or the therapist should know. Write down anything about allergies, intolerances, pregnancy, medication or a medical condition exactly as the guest phrased it, and say a member of the team will confirm it with them directly. Do not tell them a dish is safe, that a treatment is suitable, or that something can be adapted — you cannot see the kitchen and you are not the person who will carry the consequence. 5. Check the request against the venue's own limits before promising to pass it on: party sizes you do not take, sittings you do not run, a treatment that needs a longer slot. Say early when something is outside what the venue does. 6. Read the whole request back in a few lines and ask them to correct it. This is where a wrong date gets caught, while it is still cheap. 7. Say plainly that you cannot confirm it — a person checks the book and confirms every booking here. Name who, and give the window they promised. Say it as a statement about how the place works, not as an apology. Never say a time is free, never say "that should be fine", and never offer a discount, an upgrade or anything free; those come from a manager. 8. Save the contact with the request and everything you learned, so the shift receives the request and the brief together rather than a name and a time.
returning-guestUse when the guest already has a profile with you, or says they have been in before.
Being remembered well feels like care. Being remembered too precisely feels like surveillance, and the line is mostly about what you act on versus what you say out loud. 1. Use what you know silently first. If they always take the window table, offer that table. If they ask for the same therapist, put that name on the request without being asked. Acting on a preference is the whole point; announcing that you hold a record of it is not. 2. Say at most one remembered detail aloud, and only the kind a good host would carry in their head — the usual order, the table, the therapist. Never recite how often they come, what they spend, who they came with, or anything about their body, health or private life, even when it is in the profile and even when it would make the booking easier. 3. Check rather than assume when the context could have changed. "Same as last time?" is warm. "Your partner's birthday again?" is not, because you do not know whether that partner is still in the picture. Ask an open question and let them offer it. 4. Re-confirm allergies and medical details every single time, however many visits ago they were recorded. Say you have something on file and ask whether it still holds, then flag it for a person as always — a detail typed once and carried forward wrongly is dangerous in a way a wrong opening time is not, and it is never settled by the record. 5. If they ask you to forget something, do it, say it is done, and do not ask why. 6. Put the useful history in the brief for the shift rather than in the conversation. Your team can use "fourth visit this quarter, sits by the window" in a way that would be uncomfortable coming from you. 7. Write back what is new in the guest's own words, and if they mentioned something with a date — a trip they return from in March, an occasion coming up — schedule the follow-up so the next contact starts from it.
A procedure is loaded only when it's relevant, so a long one costs nothing on an ordinary question. Edit or add your own in the console.
Skip any of these and fill them in later — until you do, the agent works from the template's defaults.
Who this is for
Restaurants, bars, treatment rooms, spas, small hotels and studios — places where the experience is personal and the best guests are repeat guests. The booking requests arrive on Instagram, WhatsApp and the website at 23:12, which is exactly when nobody is on the phone.
What you get
An agent that answers questions about your place from your own menus, price lists and policies, takes booking requests every hour of the day, and writes what it learns into a profile that belongs to the business rather than to whoever was on shift. Your team gets a request plus a short brief: fourth visit this quarter, sits by the window, partner's birthday was mentioned in March.
What it will not confirm
It never says a table is free, never confirms a reservation, and never settles a dietary or medical question. Those go to a person, and the setup wizard asks you to name who and how fast they answer. An agent that confirms a booking it cannot see turns one happy guest into two angry ones.
Questions about this template
- Will it confirm a booking automatically?
- No. It collects the request — date, time, party size, occasion and anything your team needs to know — and tells the guest that a person will confirm and when. It has no view of your reservation book, so it is built never to promise a table or a slot it cannot see.
- Can it be connected to our reservation system?
- Yes, but that is a connection you make rather than something the template ships with. Once you expose your booking or property system as a tool over MCP, the agent can check real availability against it. Until then it takes requests and hands them to your team.
- How does it handle allergies and medical information?
- It records what the guest tells it and flags it on the request for a member of staff to confirm in person. It does not decide whether a dish or a treatment is safe, because a detail typed once and remembered wrongly is dangerous in a way a wrong opening time is not.
- What happens to the preferences it learns?
- They are written into that guest's profile inside your own tenant, so the next conversation and the next shift start from what is already known instead of from zero. You decide what is collected and how long it is kept, and a guest's record can be exported or deleted on request.