Callivera · An industry-ready agent for your business
Plan hotel phone answering for reservation inquiries, arrival questions and a clear handoff to your front desk.
Where customers slip away today
Potential guests calling at night from other time zones often don't get a response, which leads them to book another property before anyone calls back.
When a receptionist is helping guests in the lobby, a ringing phone is either ignored or answered in a rush, which lowers the service standard for everyone.
Constantly repeating the same details about parking or breakfast leads to staff fatigue and accidental delivery of incomplete information.
A defined solution, not an empty builder
Start with an industry workflow: questions, intake details, and clear boundaries. Tailor knowledge, hours, and human handoff to your business.
You approve the scope. The agent does not invent prices, availability, or outcomes.
Hotels / Incoming calls
Callback details, the reason for calling, and a next step for your team.
Collect arrival and departure dates, number of guests, preferred room type and a callback number. Keep a request pending until the front desk or a connected reservation system confirms availability.
300 included minutes · €0.39 per extra minute.
What to prepare first
This selection compares the offer; it does not save or activate an agent. AI Receptionist: €149/month, 300 minutes. Outbound and chat: scope and pricing confirmed separately.
„Do you have a double room available for this coming weekend?”
Agent: Checks availability within the designated range and provides prices for different room types, offering assistance with the booking.
Your team gets: A preliminary booking request with dates and guest count passed to the front desk for confirmation.
„Is there parking at the hotel and how much is it per day?”
Agent: Informs about parking availability, the daily rate, and whether a spot needs to be reserved in advance.
Your team gets: The guest receives full information without involving staff in a routine logistical query.
„I'll be there at 11 AM; can I check in then?”
Agent: Explains the early check-in policy and informs that it depends on room availability, offering luggage storage in the meantime.
Your team gets: A note for staff about the guest's planned early arrival and a request for priority room preparation.
„I'd like to bring my dog; is that possible?”
Agent: Confirms the pet-friendly policy, states the additional fee, and asks the guest to bring the necessary documents.
Your team gets: Information about the pet arrival added to the guest's planned stay details.
„I need to cancel my stay for next Thursday.”
Agent: Verifies the cancellation terms for that specific booking and informs the guest of any potential costs or confirms the cancellation.
Your team gets: Cancellation request passed to the booking system, allowing the room to be quickly released for sale.
„Do you have gluten-free options in your breakfast menu?”
Agent: Confirms the availability of dishes for special diets based on the hotel restaurant's menu information.
Your team gets: A note for the kitchen about the guest's dietary needs attached to their future stay.
Know what you are buying
Choose the agent’s job. Define intake fields, questions, urgent situations, and the person who handles exceptions.
Your services, service area, hours, contact rules, and approved answers. Missing information goes to your team.
Review mistakes, opt-outs, unavailable slots, and human handoff. Activate services only after verifying connections.
A hotel AI receptionist can handle approved guest questions and collect reservation requests when your front desk is busy. Confirmed room availability, prices and reservations require a verified connection to your hotel systems; a captured request is not a booking.
Collect arrival and departure dates, number of guests, preferred room type and a callback number. Keep a request pending until the front desk or a connected reservation system confirms availability.
Use approved answers about parking, breakfast, accessibility, pet policies and arrival instructions. Include an effective date for policies and redirect questions that fall outside the approved information.
Capture an expected arrival time and route the guest to the on-duty contact. Never disclose room numbers, access codes or another guest’s personal information.
Illustrative script, not a real call.
Guest
Do you have a double room for Friday and Saturday?
AI receptionist
I can take your reservation request. How many guests will be staying?
Guest
Two adults.
AI receptionist
Thank you. The front desk will need to confirm availability and the rate. What is the best number to reach you?
Approve business knowledge, data handling and routing rules. Test phone, calendar and staff handoff with fictional data. Saving a draft agent does not activate live calls.
Yes, our agents switch fluidly between Polish and English depending on the caller's preference. This ensures professional service for international guests without needing multilingual staff on every shift.
For questions outside the knowledge base, the agent politely notes they need to consult a manager and records the request. The front desk receives a ready report and calls the guest back with a solution.
The agent strictly follows your pricing policy. It doesn't make independent discount decisions unless you define specific promo codes in the knowledge base that it can provide to callers.
Deployment happens alongside your processes. The agent takes only the calls you can't pick up, or operates during specific hours. Staff feel immediate relief from routine queries.
The agent answers only from the offer, prices and rules you approve.
We check common and difficult questions with fictional data before anyone calls.
We test when the agent stops and who receives the case.
The number and calls go live only after you agree.
Free implementation consultation
No setup on your side. We'll get in touch, review your phone workflow, prepare the agent on approved knowledge and launch only after you approve.
AI Receptionist from €149/month · 300 min included
An AI receptionist from Callivera handles hotel phone calls around the clock, answering guest questions about room availability, rates, and check-in times, starting at 149 EUR per month for 300 minutes of calls.
Guests calling a hotel most often ask about room availability for specific dates, rates, booking conditions, check-in and check-out times, parking, breakfast, or cancellation policies. An AI receptionist answers these calls whether the front desk is busy with guests on-site or it is the middle of the night. The agent holds a natural conversation, understands questions phrased casually, and replies using the rate sheet and policies your team has approved in advance. That way no caller hits a busy signal, and on-site staff can focus on guests physically present at the property.
From each call, the agent captures the caller's contact details, preferred stay dates, number of guests, room type, and any extra requests, such as early check-in or traveling with a pet. This information is sent to your hotel team, who finalize the booking in whatever reservation system you already use. The agent does not independently grant special discounts or resolve disputes about existing bookings — those decisions stay with front-desk staff who know current occupancy and hotel policy.
Final booking confirmation in your reservation system, complaint handling, price negotiations, and anything requiring a shift manager's judgment remain with your team. An AI receptionist does not replace concierge staff — its job is to answer the phone, provide basic information, and pass along collected details when a situation, such as an unusual VIP request, needs a human response.
We'll prepare this agent for your business.
Send an inquiryHotels often lose phone bookings overnight, when a single staff member is on duty handling in-person guests, and during peak season, when call volume spikes. An AI receptionist answers around the clock, so a guest calling at 2am from another time zone, or during a busy season, gets an answer immediately instead of waiting for a callback the next day. That reduces the chance a prospective guest books elsewhere simply because nobody picked up.
The process starts with an inquiry form on the Callivera website. Our team contacts your hotel to go over room rates, booking and cancellation policies, and the questions guests ask most often, building that into the agent's knowledge base. We then prepare the receptionist, test it against realistic call scenarios, and launch it only after your approval. Website chat and outbound calls, such as booking reminders, are scoped and priced separately depending on what you need.
In the first week, the Callivera team works with the hotel to confirm room rates, booking and cancellation rules, and the questions guests ask most, so the agent answers consistently with what the front desk says in person. Over the following days, the prepared receptionist is tested against realistic scenarios — availability over a long weekend, cancellation terms, or early check-in requests — and the hotel can request changes to answers before the agent starts taking real calls. Once live, on-site staff can see which calls the agent handled and what information it collected, which helps spot anything that needs clarifying in the knowledge base. In the following weeks, the agent's knowledge can be expanded, for example to cover seasonal offers or event bookings, as the hotel decides together with our team.
In the hospitality industry, the ability to serve guests in their native language is fundamental. Callivera's AI receptionist can naturally hold conversations in both Polish and English, which is crucial for properties hosting international tourists. The agent understands accents and diverse ways of phrasing questions, making the guest feel understood. This solution eliminates the language barrier often found with night or seasonal staff. Consequently, the hotel doesn't lose bookings from guests who would feel uncomfortable trying to communicate in a language they don't speak fluently. Professional phone service in multiple languages builds a hotel's image as a globally welcoming destination.
Hotels often receive calls about group bookings, weddings, or conferences. These calls typically take a long time and require gathering many details, pulling the receptionist away from lobby guests. The AI agent can act as a primary filter: collecting information on dates, guest counts, technical requirements, and budgets. It then passes a complete brief to the sales department or manager. This allows your sales team to contact the potential client with all the necessary data already in hand to prepare a proposal, significantly shortening the sales cycle and professionalizing the initial contact.
An AI receptionist doesn't have to be limited to check-in matters. It can become a digital concierge, providing information on the fastest way to get from the airport, where the nearest bike rental is, or what the local museum's hours are. These routine local queries take up a significant portion of front desk time, especially in tourist resorts. Entering this data into the agent's knowledge base allows for instant guidance for callers. This improves the Guest Experience even before arrival and lets staff focus on building relationships with guests already on-site.
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Use your assumptions, not someone else’s promises. Compare potential customer contribution with the offered plan cost.
An estimate, not a forecast or ROI guarantee. Contribution is revenue minus the cost of serving that customer. Setup, other services and taxes are not included.
Your estimate appears when all four values are entered.
€149/month · 300 minutes included · €0.39 / extra minute
Compare customer needs, business readiness, and full workflow costs before choosing your first AI contact channel.
Define business hours, holiday rules, an on-duty contact and an honest callback path for closed-office calls.
Understand the path from an incoming call to a verified answer, a callback request or a confirmed booking.
Review required information, staff ownership and automation boundaries before making a decision.
A caller asking for “next Friday” has not supplied an unambiguous arrival date. Repeat the calendar dates, nights, guest count and room preference. Add a contact method and an owner for follow-up. Keep availability and rate questions open until the property checks them; do not convert a room-type preference into an allocation.
Parking directions and breakfast hours can be public answers; room numbers, key codes and guest records cannot. Maintain a separate approved route for late arrivals. Test an arrival after reception closes, a caller who changes languages and a guest who asks for another guest’s room. Staff should see the unresolved issue, not just a transcript.
Count inquiries that contain enough detail for a useful reply, then track staff-confirmed reservations separately. Group calls about existing stays apart from new demand. A useful pilot measures missing dates, repeated questions and failed transfers. Comparing these outcomes before and after a controlled launch is more meaningful than treating every answered call as additional revenue.
