Always-On Guest Service: How AI Helped Swiss Hotels Turn Missed Inquiries into Bookings

The Starting Point

In the heart of Switzerland’s thriving hospitality industry, hotels were facing a growing problem: speed of response. Guests and travel agency partners expected instant answers to booking requests, availability checks, and pricing questions. But between fluctuating inquiry volumes, staff shortages, and the sheer flood of emails and calls, many hotels struggled to keep up.

The result? Missed opportunities. Potential guests turned elsewhere when answers didn’t arrive quickly enough. Travel agencies grew frustrated with delays. Revenue was slipping through the cracks.

The Challenge

For hotel managers, the frustration was twofold. On one side, their teams were overwhelmed with repetitive questions that left little time for personalized service. On the other, every delayed or unanswered inquiry risked becoming a lost booking.

With high season peaks making the workload unpredictable, even the most experienced staff couldn’t guarantee round-the-clock coverage. The industry needed a solution that was not only fast but also multilingual, scalable, and dependable.

The Turning Point: AI-Powered Email & Voice Assistant

That’s where Syntheticaire stepped in.

Together with the hotels’ management teams, we designed and deployed an AI assistant that connects directly to each hotel’s database. This meant the assistant could read real-time prices and availability and instantly respond to inquiries — whether they came in by email or voice call.

Key capabilities included:

• Instant replies to booking inquiries, reducing wait times from hours to seconds.
• Multilingual responses, automatically detecting the guest’s language and replying accordingly.
• Seamless integration with existing hotel systems, ensuring accuracy and reliability.

To guarantee security, we built the system with flexible deployment options: hotels could run the AI entirely on their own servers, in a private cloud, or connect to enterprise-grade APIs like OpenAI or Google with strict data protection in place.

And because AI isn’t “set and forget,” we also established a quality control and monitoring framework. Every new LLM version goes through thorough performance checks before updates are applied, ensuring stability, reliability, and consistent guest experience.

The Outcome

The impact was immediate. Hotels reported:

• A dramatic reduction in missed inquiries, turning more leads into confirmed bookings.
• Stronger relationships with travel agency partners, thanks to faster turnaround.
• Improved staff productivity — employees could finally focus on high-value guest interactions instead of spending their time triaging repetitive questions.

Guests, too, felt the difference: fast, accurate answers in their own language built confidence and trust in the hotel brand.

Looking Ahead

For these Swiss hotels, this wasn’t just a tech upgrade — it was a shift in how they connect with guests. With AI handling the front line of inquiries, hotels are free to invest more energy into hospitality’s true strength: human warmth and service.

And the journey doesn’t stop here. With this foundation in place, the same AI assistant can be extended to manage upselling, loyalty programs, and even personalized travel recommendations.

Let’s Explore What’s Possible

If you see your hotel in this story — juggling too many emails, calls, and missed opportunities — we’d love to explore how an AI assistant could transform your guest experience. Let’s make sure no booking slips away.