Hestia with a tablet in a bright hotel lobby beside a stone reception desk

A solution for hotels and aparthotels

JediDesk for hotels

Your guest is planning a trip. Welcome them in chat.

Try for freeExplore the scenarios

Guest question · trip details · enquiry for reception

While reception welcomes arriving guests, future visitors ask about rooms, breakfast and check-in. JediDesk explains terms using your hotel's materials, clarifies dates, guest numbers and preferences, and passes a prepared enquiry to your team. The guest understands the next step, and reception has the details needed to check accommodation options.

Hestia + hospitality technology. An artistic AI concept, not a photograph of a real hotel or its team.

For hotels, aparthotels and small hotel groupsUpdated

Hospitality begins before check-in

Guests have plenty of questions before choosing a room

Can I arrive late? Where can I park? Which room suits a family? A clear answer helps people decide on the next step.

First, the stay terms

The guest compares options and wants to understand whether the hotel suits their trip.

Reception has immediate priorities

Check-ins, calls and requests from guests already staying coincide with new chat questions.

Checks need details

The first message often lacks dates, guest numbers and preferences. These need clarification.

The final decision belongs to your team

Reception checks available options, the final price and whether the stay can be confirmed.

Before automation

Where conversations lose guests and take up your team's time

Routine questions recur

Breakfast, parking, check-in times and stay rules have to be explained in every new conversation.

The guest does not know which details to provide

“Do you have a room for the weekend?” does not provide exact dates, guest numbers or the required conditions to find an option.

Answers vary between shifts

When terms are stored in different messages, it is harder for your team to give a consistent, current explanation.

Handovers restart the conversation

The guest has already described their preferences, but another receptionist has to ask the same questions again.

Automation use cases

Five scenarios for the first guest conversation

Start with common questions and enquiry preparation. The assistant relies on your materials, while your team handles matters requiring checks or agreement.

01

Explain room categories

“We're travelling as two adults with a child. What are the options?”

AI explains category differences using the hotel's descriptions: amenities, capacity and stated terms. It clarifies the guest's needs and helps formulate an enquiry to check available options.

Answers from the hotel's knowledge base

The guest understands which requirements to discuss with reception.

02

Gather dates and guest details

“We'd like to stay for a few days in September.”

JediDesk clarifies check-in and check-out dates, the number of adults and children, and rooms needed. You define the questions for your process. These details form the basis of the enquiry to reception.

Preparing an enquiry through website chat

Your team receives a specific enquiry it can use to check an offer.

03

Answer questions about amenities

“Is there parking, and can I bring a dog?”

The assistant explains your published rules on parking, breakfast, pets and other amenities. If a condition is not described or needs an exception, it gathers the question and passes it to a person.

Current terms in AI answers

The guest receives an answer based on your hotel's own rules.

04

Clarify an unusual arrival time

“My train arrives late in the evening. How can I check in?”

AI explains agreed check-in rules, asks the approximate arrival time and passes the request to your team. Reception agrees early check-in, late check-out and special arrangements separately.

Guest questions in Telegram

Your team knows the expected arrival and what needs clarification.

05

Hand over a complex enquiry with context

“We need several rooms for a group for an extended stay.”

JediDesk collects dates, guest numbers and key preferences, then hands the conversation to the responsible person. Reception sees the history and discusses availability, terms and the next step.

Handing the conversation to reception

A group or unusual enquiry arrives with the details needed.

How the solution works

From a chat question to an enquiry your team can work with

Four steps towards a meaningful conversation. Passing on an enquiry does not confirm a booking: reception checks availability and final terms.

  1. 01

    The guest writes in chat

    They ask about a room, terms or an upcoming trip.

  2. 02

    AI explains and clarifies

    It answers using hotel materials and asks the necessary questions.

  3. 03

    It gathers stay details

    It records dates, guest numbers and important preferences.

  4. 04

    Reception checks options

    It receives the context and agrees availability and further steps.

Guest questionHotel materialsTrip detailsReception

Capability map

Six elements of a clear stay enquiry

The assistant combines hotel knowledge with details from the guest. Questions are configured around your process, and your team confirms final arrangements.

The guest asks about a room, terms or an upcoming trip

Hestia with a tablet and glass conversation symbol — an artistic depiction of a welcoming assistant
JediDesk AIExplains, clarifies and passes on context

  • Room categories

    Explains amenities and the stated terms.

    Source: Hotel materials

  • Trip dates

    Clarifies check-in, check-out and arrival time.

    Source: Guest answers

  • Guest numbers

    Collects group details and room requirements.

    Source: Enquiry details

  • Amenities and rules

    Answers about the described services and terms.

    Source: Hotel knowledge base

  • Special preferences

    Collects an enquiry for additional agreement.

    Source: Guest questions

  • Handover to reception

    Passes on the history and collected details.

    Source: Agreed route

The guest has described the trip. Reception has the context needed to check options.

An illustrative configuration diagram. Reception confirms availability, the final price and bookings.

Channels and integrations

Be there in a channel convenient for your guest

Connect website chat or the messaging channel you need. Prepare your materials and test how an enquiry passes from the assistant to your team.

Website chat

Help visitors understand stay terms as they get to know your hotel.

About the channel

Telegram

Clarify trip details and receive enquiries through your hotel's connected bot.

About the channel

Viber

Connect a channel familiar to your audience and agree handover rules for reception.

About the channel

Knowledge about your hotel

Add room categories, check-in rules, amenity descriptions and common questions. Assign someone to update the terms so answers rely on current materials.

How to connect

CRM or hotel system

Data exchange with your system is handled separately: access, fields and required actions are agreed. A standard chat with a knowledge base does not automatically receive room availability or create bookings.

How to connect
Hestia with a tablet handing context to a modern receptionist at a hotel reception desk
An artistic metaphor for handing an enquiry to the team. Not a photograph of a real customer or the JediDesk interface.

Example conversations

Your guest gets direction. Reception gets the details.

Hypothetical conversations show a possible configured scenario. These are not conversations from a real hotel or confirmed bookings.

  1. 01Guest question
  2. 02Trip details
  3. 03Attention from reception

A family trip

Hotel website chat
  1. Guest

    We're looking for a room for the weekend: two adults and a child.

  2. JediDesk AI

    Which check-in and check-out dates are you planning? Do you have any accommodation preferences?

  3. Guest

    18 to 20 September. We'd prefer a separate bed for the child.

  4. JediDesk AI

    Thank you. I'll pass the dates, guest numbers and preferences to reception. They will check available options and the final price.

The room and additional bed need to be checked. The booking has not yet been confirmed.

Reception sees the dates and the family's needs, rather than just a general question.

A late arrival

The hotel's Telegram bot
  1. Guest

    I plan to arrive after 23:00. Will I be able to check in?

  2. JediDesk AI

    On which date are you planning to arrive, and have you already spoken with reception about your stay?

  3. Guest

    Friday. I'm still looking at options.

  4. JediDesk AI

    Understood. Please confirm the exact date and number of guests. I'll pass your stay and late check-in request to the team for agreement.

The hotel team confirms the late check-in arrangements.

Reception receives the enquiry with an important circumstance before making an offer.

Results and benefits

More attention for guests at every contact point

Check the value in real enquiries: did the person receive a clear explanation, were important details collected, and can your team easily continue the conversation?

A clear next step

The guest knows which details to provide and what reception will check.

Consistent explanations

Stay terms are explained using materials maintained by your team.

Fewer repeated questions

The conversation history and guest preferences are preserved during handover.

Focused enquiry handling

Reception has a basis for checking options and agreeing terms.

Built around your process

Hospitality shaped by your hotel's rules

Answers from your materials

Room, amenity and rule descriptions underpin the guidance. You define the content and keep it current.

How JediDesk AI works

A person when a decision is needed

Unknown terms and individual arrangements go to your team through an agreed route.

AI and teamwork

Starting on your own website

Let visitors ask questions where they are getting to know the hotel and considering options.

AI chat for your website

Launching the solution

Start with the questions reception hears every day

Choose one channel and test the full journey from the first message to reception. Add more complex scenarios after testing the basic one.

  1. 1

    Prepare your stay terms

    Gather current room and amenity descriptions, check-in rules and answers to common questions.

  2. 2

    Agree the questions for guests

    Define the required details: dates, guest numbers, rooms and preferences for the initial check.

  3. 3

    Configure team handovers

    Choose the channel, responsible receptionist and questions that immediately need a person.

  4. 4

    Walk through test enquiries

    Test a family trip, incomplete dates, an unknown condition and late check-in with a handover to reception.

AI setup guide

Before you start

Frequently asked questions

About guest guidance, room availability, bookings and preparing your hotel for launch.

Which hotels is JediDesk suitable for?

The scenario can be configured for a hotel, aparthotel or small group where guests ask recurring questions and submit stay enquiries. The assistant explains terms using your materials and clarifies trip details. For several properties, separate the information and identify which hotel interests the guest. Start with one property and test the enquiry handover to the responsible team.

Can the assistant see available rooms and current prices?

The knowledge base lets the assistant explain prepared descriptions and terms, but does not itself show room availability for specific dates. In this scenario, the assistant gathers details and reception checks availability and the final price. If data from a hotel system is needed, the feasibility of that exchange and usage rules are addressed separately. Without a verified source, AI must not describe a room as available.

Does JediDesk confirm bookings automatically?

This page describes guidance and preparation of an enquiry for reception. Collected dates and preferences are not a confirmed booking. Your team checks availability, agrees terms and explains the next steps to the guest. Automatically creating or changing a booking requires a separately verified integration, agreed permissions and a scenario. These actions are not part of the basic chat scenario shown here.

Where does AI get information about hotel terms?

You prepare the knowledge base: room categories, amenities, check-in and check-out rules, pet policies and other common questions. Your team defines the assistant's instructions and regularly updates the materials. If a required condition is missing or a guest requests an exception, pass the enquiry to reception. Before launch, test several routine and unusual questions to find gaps in the descriptions.

What should we ask a guest before handing over to reception?

The initial check usually needs exact check-in and check-out dates, guest numbers, the number of rooms wanted and important preferences. Agree questions around your process and collect only the context needed. Passport information and payment details are not required for this initial enquiry. Reception receives the conversation history and clarifies the rest after checking possible accommodation options.

How do we launch hotel chat and connect our system?

Start with one channel: website chat or a connected messaging app. Prepare hotel knowledge, guest questions and the route to a person. Test the full conversation before starting. Exchange with a CRM or hotel system is agreed separately, taking access, data and required actions into account. Having an assistant does not mean a ready-made connection to every booking system.

Other industries

Find your next use case

The next step — your hotel

Welcome your guest from the first message

Take common questions, current terms and one enquiry channel. Test how JediDesk helps guests describe their trip and reception prepare the next answer.

Try for freeSign up

The free trial lasts 14 days. Channels, the knowledge base and integrations are configured separately.

  • Your hotel's terms
  • A clear guest enquiry
  • Reception with the context
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