Enterprise DNA

Hospitality · Worked example

Group and function bookings inbox for a venue

Replies to function and group enquiries within minutes with availability, packages and next steps.

Email BookingYour knowledgeSummariesLead capture
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The problem

Function enquiries are high value, but they sit in the inbox until the events manager is free. By then the customer has booked somewhere that replied first.

How it works

  1. Reads each function enquiry and pulls out date, numbers and occasion
  2. Checks the date against the venue's bookings calendar
  3. Replies with availability, the right package and menu options from the venue's documents
  4. Offers a time for a walk-through with the events manager
  5. Sends the events manager a summary of every enquiry and where it's up to

What it connects to

  • Bookings calendar
  • Email (Outlook or Gmail)
  • Documents and menus
Sample email thread
  1. ClientHi, we're after a venue for a 40th birthday in March, around 60 people. Do you have Saturday the 14th free?
  2. AgentHi Jess, happy early birthday wishes. Saturday 14 March is free for the private dining room, which seats up to 70 standing. I've attached our function packages and menus.
  3. ClientLovely. Can we come and see the space?
  4. AgentOf course. Our events manager can show you around on Wednesday at 4pm or Thursday at 11am. Which suits?

Illustrative conversation. Names, numbers and details are made up.

Capabilities used

  • Booking. Books, moves and cancels appointments straight into your calendar or booking system.
  • Your knowledge. Answers from your documents, website and videos, and stays current when they change.
  • Summaries. Every conversation ends with a written summary, a transcript and the next step.
  • Lead capture. Asks your qualifying questions and writes a clean record into your CRM.
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