Use Case · Voice Agent · Hospitality

How a hotel automated its support with an AI Voice Agent.

Automatic. In German and English. Without a single new hire.

Use Case · Voice Agent · Hospitality

70%: Calls fully answered by AI
24/7: Availability — including nights & weekends
< 48 h: From first consultation to go-live

Starting point

A small hotel, big challenges.

A boutique hotel with 14 rooms. Booking enquiries around the clock. Standard questions about location, breakfast, facilities — and in between, constant questions about room availability. Guests call in different languages. The front desk cannot handle everything at once.

7 requirements every solution must meet:

24/7 availability

Guests call in the evenings, on weekends and on public holidays. Without continuous staffing, bookings are lost.

Answer standard questions

Check-in times, parking, Wi-Fi, pets — recurring questions unnecessarily tie up staff.

Route enquiries

Complex enquiries such as group reservations or special requests must be reliably forwarded to the right person.

Escalate to humans

Complaints, urgent matters or emotional situations — the AI must recognise when a human needs to take over.

Booking availability via API

Guests want to know immediately if their desired date is available. The AI checks this live via the booking system interface.

No new hire possible

Additional staff is not economically viable. The solution must work without new employees.

Multilingual

International guests expect communication in English and German — without language barriers, without waiting.

The solution

AI Voice Agent — configured, tested, live.

Based on the requirements and our experience with voice and support agents, we configured the AI Voice Agent within 48 hours and made it available for testing. We optimised it together until the go-ahead for live launch — connected to a FritzBox as the telephone exchange. Since then, an automated workflow analyses every conversation so the agent continuously improves. The results speak for themselves.

Voice Agent shows that AI technology is mature — even for smaller businesses.

70%

Calls answered by AI — Standard questions, availability checks and call routing — fully automated.

24/7

Availability — At night, on weekends, on public holidays — no call is ever missed again.

2 languages

German & English — International guests are greeted and assisted in their own language.

New hires required — No additional personnel costs. The existing team focuses on the important cases.

Maja

Managing Director

„I am very happy with the AI assistant — all calls are answered and I only deal with the truly urgent cases. The setup was quick and straightforward.“

Offer

Get our offer now.

Smart Start

Basic integration

Ready in 48 hours

Initial consultation & analysis of your use case
1 AI phone assistant, individually tailored to your business
Up to 3 workflows — e. g. appointment booking, call routing or callback requests
Calendar integration (Calendly, Cal.com, Google Calendar or Outlook)
Knowledge base with your company information
Automatic notifications by SMS or email — to customers or your team
Complete call transcripts, available at any time
Test phase with optimisation until go-live

Enterprise

Custom

Individually tailored to your business

For complex requirements that go beyond standard processes.

Everything from Basic, plus:

Individual workflows for complex business processes
Integration with your existing systems — CRM, PMS, ERP & more
Outbound calls — automated follow-up of leads, appointment reminders or needs assessment
Extended conversation logic with multi-level decision trees for demanding scenarios
Multiple phone numbers for different assistants or departments

In a short consultation, we will clarify what your assistant needs to be able to do.

In 15 minutes you'll know three things.

1How many of your calls a voice agent can handle immediately
2Which languages and scenarios are covered from day one
3What implementation costs — and how fast it goes live