A hotel phone rings at the worst moments: during check-in rush, at breakfast, in the middle of the night. Reception is busy with guests at the desk, so calls go to voicemail or ring out, and a caller who wanted to book a room simply dials the hotel next door. Every missed call is a room that stays empty.
Sofia answers on the very first ring, at 3 a.m. or on a Sunday, and holds a real conversation to take the whole booking: dates, number of guests, room type, rate questions, arrival time. No press-1 menu, no callback promise you have to keep, the reservation is captured while the caller is still on the line, and your front desk stays free for the guests physically in front of them.
Calls answered, day, night and holidays
Calls left on hold or lost to voicemail
Languages per call: FR + EN (FR + NL in Belgium)
To go live on your existing number
How does an AI answer my hotel's phone 24/7?
Sofia picks up every call in French or English, greets the caller with your hotel's name, and follows the conversation naturally, she keeps the full context from start to finish, so a guest can change the dates mid-sentence or ask two questions at once and she keeps up. She never sleeps, never goes to lunch, and never leaves a caller on hold.
This matters most exactly when a human can't answer: the night shift, the fully-booked breakfast service, a bank holiday, or a Saturday evening when one receptionist is checking in three groups at once. Instead of a lost call, you get a captured booking.
- Answers on the first ring, day and night, weekends and holidays included.
- Natural conversation, not a « press 1 for reservations » menu.
- Handles several callers at once, no busy tone during a rush.
What does Sofia capture on a room booking call?
For a hotel, the value is in the details, and Sofia collects them the way a good receptionist would. She takes the arrival and departure dates, the number of guests, the room type or preference, an approximate arrival time, and any special request, a cot for a baby, a quiet room, late check-out, a group under one name. She can answer common questions about your rates, cancellation terms or parking, and confirm the reservation back to the caller before hanging up.
Every booking and every call is written down and structured, so nothing is lost to a scribble on a notepad or a half-heard name. Your team wakes up to a clean list, not a full voicemail box.
- Dates, number of guests, room type and arrival time on every booking.
- Special requests logged: cot, quiet room, late check-out, groups.
- Answers rate, cancellation and parking questions from your own information.
Where do the bookings and calls end up?
Every call and every booking lands in a back-office portal that belongs to your hotel. You can search it, filter tonight's arrivals, read the full transcript of a call, and export everything to CSV or through an API to move it into your PMS or channel manager. The data is yours: exportable, deletable, no lock-in.
Because you own that data, GDPR is on solid ground, you decide what is kept and for how long, you can delete a guest's record, and a data-processing agreement can be signed. Sofia doesn't lock your reservations inside a black box.
- Searchable portal you own, filter arrivals, read full transcripts.
- Export to CSV or API for your PMS or channel manager.
- Data exportable and deletable, no lock-in, agreement can be signed.
Can Sofia handle WhatsApp and international guests too?
Hotels live on more than the phone. Alongside voice, Sofia runs WhatsApp automation: two-way booking and campaigns, so a guest can confirm dates, ask for their arrival details or send a special request by message, and you can send a check-in reminder or a returning-guest offer without lifting a finger.
And your callers rarely all speak the same language. Sofia works in French and English, and in Belgium in French and Dutch (FR/NL), she switches to the guest's language on the call so a tourist booking a room is understood, not turned away. If you'd like, Sofia can even answer in your own or your host's voice through optional voice cloning, so the welcome still sounds like your house.
- WhatsApp automation: two-way booking, reminders and returning-guest campaigns.
- French + English, and French + Dutch (FR/NL) in Belgium.
- Optional voice cloning so Sofia speaks in your own voice.
Do I have to change my number, and how long is setup?
No. Sofia works on your existing hotel phone number, no migration, no new number to reprint on your website and booking sites, no hardware to install at the desk. Your line keeps working exactly as guests already know it; Sofia simply answers the calls you can't.
Setup is fast: we tailor Sofia to your hotel, your room types, your rates and terms, your tone, and you're typically live on your number in under 14 days. You keep full control and can adjust what she says at any time.
- Your existing number, no migration, no new number, no hardware.
- Tailored to your rooms, rates and tone before go-live.
- Typically live on your number in under 14 days.