What we need to see
Your calendars, appointment types, availability rules, cancellation policy and examples of awkward bookings.
AI work pattern · every industry
Fill the Diary. Stop Living in the Inbox.
Hospitality runs on the inbox and the phone. Every enquiry, every dietary requirement, every "can we move it from 7 to 7:30" lands on whoever's nearest. We build booking automation that handles enquiries, group bookings, deposits, confirmations, and reminders, so your front-of-house and management team can spend time on the guests in front of them, not the ones emailing.
Tell us the task, your current tools and where the work gets stuck. We will help you choose a sensible first scope.
Prove it on your own work first.
How we judge the pilot
Test clashes, cancellations, rescheduling and reminders before comparing booking completion and no-show rates.
What stays in your hands
Confirm live availability before booking. Route special requests, access needs and unclear details to your team.
The work in context · Illustrative scenes
Map the inputs and the handovers.
Start with representative examples, the tools involved and the point where the work slows down.
Make review part of the workflow.
Show the prepared work to the right person, flag uncertainty and keep a clear route to correct mistakes.
The problem, in plain English.
01
The booking inbox is unmanageable
Mixed enquiries: tables for two, 30-person Christmas parties, allergy notes, "can you do gluten-free", "we need a high chair." Some need answering in 5 minutes, others can wait a day. Right now they all wait the same.
02
Group bookings live in someone's head
The £2,000 wake on Saturday. The 40-cover function on the 23rd. Deposit taken? Menu confirmed? Dietaries collected? Reminders sent? Each one a series of small tasks that only happen if someone remembers.
03
No-shows kill margin
A table that doesn't turn up isn't just an empty cover, it's a refused turn-away from earlier that night. Pre-authorisations, deposits, and reminder sequences cut no-show rate dramatically. Nobody has time to set them up manually.
04
Multi-site is exponential
One pub: just about manageable. Three sites with a shared brand: chaos. Bookings end up duplicated across systems, group enquiries get lost between sites, and no one has the consolidated picture.
What actually happens.
01
Triage every enquiry
Email, website form, WhatsApp, phone transcription. AI classifies (table booking, group, event, supplier, complaint) and routes to the right inbox, with a draft reply ready.
02
Handle group bookings end-to-end
Initial enquiry → date/menu options → deposit request → confirmation → dietary collection → reminder sequence → day-of summary to the kitchen and front-of-house. Each step automated; each step has a manual override.
03
Connect to the systems you already use
OpenTable, ResDiary, SevenRooms, Google Calendar, Square, Lightspeed, Stripe for deposits. Where APIs exist, we use them; where they don't, we work around it.
04
Cut no-shows with intelligent reminders
Personalised reminders 24-48 hours before. Easy reschedule/cancel link. Pre-authorised deposit where appropriate. The kind of friction that turns "yeah might come" into "yes definitely" or "actually no, sorry."
Fixed fee, phased delivery.
£3,200-£10,000 for build, ~£200-£500/month for hosting + tuning
From £3,200excluding VAT
Booking automation
- Workflow audit + scope
- Build, integrations, and tuning to your real data
- Deployment, handover and agreed access controls
- Hosting, AI usage and ongoing support quoted separately
What people ask us.
01Can it work alongside our existing booking system?
Yes, the AI layer sits in front. Whether you use OpenTable, ResDiary, SevenRooms, Square, or a custom booking system, we work with it rather than replace it. Customers still get a booking confirmation from your existing system; the AI handles the bits in between.
02What about phone bookings?
We can transcribe voicemails and route them through the same pipeline. For live calls, we typically don't replace front-of-house, but we can hand staff a 30-second summary of the customer's booking history before they pick up.
03How does it handle complaints and sensitive enquiries?
Those get flagged for a human immediately, not drafted by AI. The system's job is to classify quickly and route to the right person with context, not to reply in tone-deaf ways. We tune what counts as "sensitive" with you during build.
04Will it write in our tone of voice?
Yes, we tune on your past replies so the output sounds like your venue, not a generic chain. For multi-site groups, each site can have its own tone where useful.
05How long until we see results?
Inbox load drops immediately on launch. No-show rate reduction shows up over 2-3 months of consistent reminder/deposit handling. Group booking conversion typically improves within the first month as response times drop from "next morning" to "in the next 20 minutes."
Which industries this suits.
Other AI work we build.
Keep exploring
Build this for your business.
What could work
better for you?
A new website. More customers. Less admin.
Tell us where you want to get to. Chris or Kay will reply within one working day.