AI and software for tourism and hospitality

AI and software for tourism and hospitality are tools that take over repetitive communication with guests and internal tasks, from answering questions about the accommodation and taking booking enquiries to requests for housekeeping and maintenance, and reports, while decisions and personal contact with guests stay with your staff.

When it makes sense

• the same questions arrive every day: when is check-in, is there parking, are pets allowed, is breakfast included;
• guests write in different languages, and whoever has a moment replies;
• booking enquiries come in through the website, email and messages and easily get lost between channels;
• requests to housekeeping and maintenance go by phone or on paper, so reception does not know what has been dealt with;
• to get an overview of the business, someone combines exports from the booking system and accounting by hand.

A chatbot for holiday apartments, hotels and campsites

A chatbot on your website answers guests' questions from content we prepare together with you: house rules, directions and check-in instructions, parking, pets, breakfast, the beach and the restaurant's opening hours. We set it up to answer only from that content; when there is no answer, it says so and offers contact with your staff. How we build chatbots in general is described on our AI chatbot for customer support page.

Guests who write in other languages

Modern language models understand and write many languages, so the chatbot can reply to a guest in the language they asked in. Even so, we do not take quality for granted: before launch, we test the answers on real questions from your guests, in the languages they write to you in, and add to the content where an answer is not accurate enough.

When staff take over the conversation

The chatbot hands the conversation over to staff when the guest asks for it, when the question calls for a decision, such as a discount, an exception to the rules or handling a complaint, and when the topic is sensitive, such as allergens in food. Staff receive the whole conversation, so the guest does not have to repeat the question. The guest always knows they are talking to an AI chatbot, which the EU AI Act also requires.

Enquiries and bookings, handed over to staff

For a booking enquiry, the chatbot collects from the guest what your staff need: dates, number of guests, type of accommodation, pets and special requests. If your booking system has an API, the chatbot can check which units are free; if not, the enquiry reaches your staff with all the details as a single, tidy record. The booking is confirmed by your staff or the booking system, not by the chatbot, so the guest never gets a promise that nobody has approved.

Enquiries that arrive by email can be handled by an AI agent: it sorts them, extracts the guest's dates and wishes from the message and prepares a draft reply that your staff review and send. Phone enquiries, for example to book a table at the restaurant, can be handled by an AI voice agent; it works in Croatian, English, German, Italian and almost any other language, and we test it on your own calls before launch.

Software for hotels and campsites: housekeeping and maintenance

For internal work, we build simple web and mobile apps that run on a phone, so nobody has to go to reception or to a computer:

• housekeeping staff mark a unit as cleaned, and reception sees it straight away;
• a fault report with a photo and location goes straight to maintenance;
• maintenance sees open requests by urgency and closes them when the job is done;
• the manager sees what is running late and who is responsible.

We build a tool like this around your properties and the way you work, not around a ready-made template. There is more on our web application development and mobile app development pages.

Reports from booking and accounting data

Data on bookings, revenue and costs is usually in different systems. We connect it into reports that arrive on a schedule, for example on occupancy per unit, revenue per sales channel or maintenance costs per property. You can also ask questions about the business in plain language, in Croatian: the database calculates the figures, and the language model only explains them. We built a similar system for an IT equipment retailer and describe it on our References page. How we connect AI to business systems is explained on our AI integration with CRM and ERP systems page.

GDPR and guest data

Names, contact details, dates of stay and details from identity documents are personal data, so the GDPR applies to them. That is why, in our solutions for tourism, we pay attention to the following:

• the chatbot does not ask for details from identity cards or passports, and guest registration stays with your existing procedure;
• we host the applications we maintain on servers in the European Union;
• it is agreed in advance which data goes to the language model and which stays only in your system;
• only employees who need the data for their work have access to it;
• conversations are kept for as long as your privacy notice says.

If an outside company processes your guests' data, you need a data processing agreement with it. Read more about security and oversight of AI systems on our AI security and governance page.

How we build it, step by step

1. We collect real guest questions from emails, messages and enquiries from the previous season.
2. We prepare the content with you: house rules, directions and information about parking, pets and services.
3. We agree when the chatbot hands a conversation over to staff and who takes it over.
4. We build the chatbot, internal tools and reports and connect them to your systems, where those systems allow it.
5. Before launch, we test the answers on real questions, in your guests' languages.
6. We launch, monitor conversations, add to the content and maintain the solution.

The first working version is ready in 4–8 weeks. A project is easier to start outside the season, when staff have time for testing and corrections.

What the price depends on

The price depends on the scope, and most of all on:

• which channels the chatbot works on: the website, email or both;
• how many languages we test the answers in;
• the connection to the booking system, and whether it has an API;
• the scope of the internal tools for housekeeping and maintenance;
• the data sources for reports;
• the volume of conversations, hosting and maintenance.

How the price of an AI project is put together is explained on our AI implementation cost page.

What you need to prepare

• the questions guests often ask, or access to past enquiries;
• house rules, directions and check-in instructions, and information about parking and pets;
• the names of the booking system and the accounting program you use;
• a person to take over the conversations and enquiries the chatbot hands over;
• your privacy notice.