Step-by-Step Guide: Setting Up an AI Assistant for Hotel/Vacation Rentals
Concierge(Hotel/Vacation Rental)
Step 1: Concierge Assistant Details
Configure your AI concierge assistant for hotels and properties.
Quick Setup with JSON Import
Import property details and concierge settings to populate all fields instantly. This option allows you to quickly set up your assistant by importing a JSON file containing all the necessary configuration data.
Basic Configuration
1. Assistant Name *
Enter a unique name for your assistant. This name helps identify and differentiate your assistant from others.
2. LLM Type *
Select the type of language model for your assistant (e.g., OpenAI Assistant). This determines the AI capabilities and response quality.
Property Information
1. Location *
Enter the location where your property is situated. This helps the assistant provide location-specific information to guests.
2. Property Type *
Select the type of property from the dropdown (e.g., Hotel, Resort, Vacation Home). This categorizes your property correctly.
3. Venue Info
(Optional) Enter detailed information about your venue. This can include amenities, facilities, special features, or any other relevant details about your property.
Venue Details
Venue Information
Enter comprehensive venue details in the text area provided.
- Location URL (optional): Provide a URL to your property's location (e.g., Google Maps link).
- Website URL (optional): Enter your property's official website URL.
- Organizer Contact (optional): Add contact information with country code selector for the organizer or main contact person.
- Upload Venue Image: Upload an image of your venue by clicking "Select/Drag Image" button. This helps guests visualize your property.
Contact Information
Important Contacts
Add key contacts for your property. These contacts can include Reception, Manager, Housekeeping, Concierge, or any other important departments.
- Contact Type: Enter the role or department (e.g., Reception, Manager, Housekeeping).
- Name: Enter the contact person's name.
- Phone Number: Provide the contact's phone number.
- Address: Enter the contact's address or location.
- Email: Provide the contact's email address.
- Add More Contact: Click this button to add additional contacts as needed.
Property Info
Enter detailed property information in the large text area provided. This can include property descriptions, amenities, policies, services, and any other relevant information that will help your assistant answer guest inquiries accurately.
Meeting Request Configuration
Enable users to request 1-on-1 meetings via WhatsApp.
Use the toggle switch labeled "Enable Meeting Requests" to turn this feature on or off. When enabled, guests can request personal meetings or consultations through WhatsApp.
Step 2: Knowledge Sources
Empower your assistant with knowledge from multiple sources: websites, PDFs, manual text, or existing databases. The more knowledge you provide, the smarter your assistant becomes.
Knowledge Sources Overview
The Knowledge Sources table displays all your configured knowledge sources. Click the "+ Add New Source" button to add a new knowledge source.
The table shows the following information for each source:
- Name: The descriptive name of the knowledge source.
- Description: A brief description of what information is contained in this source.
- Document Type: The format of the document (e.g., PDF, Text, Other).
- Source Type: The category of the source (e.g., RawText, Hotel/Rental Property, Restaurant).
- Last Updated: The date when the source was last modified.
- Status: The current status of the source (e.g., Completed, Processing).
- Action: Icons to view/edit or delete the source.
Adding a New Knowledge Source
When you click the "+ Add New Source" button, a modal will open titled "Add New Knowledge Source" with the subtitle "Configure how your assistant will access this information."
1. Source Name *
Enter a descriptive name for this knowledge source in the input field.
Hint: The name should be unique, easy to recognize, and at least 5 characters long.
2. Description *
Provide a clear and straightforward description in the text area provided.
Hint: Ensure the assistant fully understands the kind of data included in this source.
3. Source Type *
Choose the category that best describes your knowledge source. Available options include:
- Hotel/Rental Property: For property-specific information, amenities, and facilities.
- Restaurant: For dining information, menus, and restaurant details.
- Map/Location: For location-based information and directions.
- Appliances: For appliance instructions and troubleshooting guides.
- Other: For any other type of knowledge source that doesn't fit the above categories.
4. Information Provision Method
Select how you would like to provide the information using the "Upload Method" dropdown. Choose your preferred method from the available options (e.g., PDF upload, text input, website URL, etc.).
5. Save the Source
Once you have filled in all the required fields, click the "Save New Source" button to add the knowledge source. You can click "Cancel" to close the modal without saving.
💡 Tip: You can add multiple knowledge sources to provide comprehensive information to your assistant. Each source will be listed in the Knowledge Sources table, where you can view, edit, or delete them as needed.
Step 3: Number Assignment & Configuration
Configure your assistant's phone number and privacy settings to complete the setup.
Phone Number Selection
Choose a phone number for your assistant to communicate through. The selected number will be used for all assistant communications.
⚠️ Note: If no phone numbers are currently available, you will see an alert message. Please contact support to provision numbers for your account.
- Available Phone Numbers: Select a phone number from the dropdown menu.
- Select The Number: Click the blue button with the plus icon to confirm your selection.
Privacy & Security Settings
Configure privacy controls and data handling preferences.
Privacy Function
You can choose how long your messages are retained in our system. Please select your preferred setting for automatic message deletion. Once messages are deleted, they cannot be recovered.
Use the "Select Type" dropdown to choose from the following options:
- None (Default): Messages are retained indefinitely.
- Immediately after the response: Messages are deleted immediately after the assistant responds.
- After X days: Messages are retained for a specified number of days before being automatically deleted.
QR Code Configuration
Generate and customize QR codes for easy assistant access.
QR Code Onboarding
Enable or disable QR code onboarding for your assistant. This feature allows users to scan a QR code to quickly access your assistant.
- Toggle Switch: Use the toggle to enable or disable QR Code Onboarding. The organization default setting is shown next to the toggle.
- How to use?: Click the purple link to learn more about using QR code onboarding.
- When disabled, an information message will indicate that QR Code Onboarding is currently disabled for this assistant.
Initiate User's First Message Required
When enabled, users must send the first message manually. This ensures that users actively initiate contact with your assistant.
Use the toggle switch to enable or disable this feature. The organization default setting is shown.
Setup QR Code
When QR Code Onboarding is enabled, you can configure the following settings:
Left Column:
- Welcome header on QR generated page: Enter a welcoming message (e.g., "<Hotel name> AI Assistant").
- Success message upon User Registration: Enter a message shown after successful registration (e.g., "You have successfully signed up for <Hotel name> AI Assistant. You will soon receive a Text message and can start interacting with this service").
- Enter URL For Terms of Service: Provide the URL to your terms of service page.
- Upload Logo: Upload your logo (click to upload or drag and drop). Recommended dimensions: 300x300, PNG or JPG up to 5MB.
Right Column:
- Additional Introduction Information: Describe in short what the AI assistant offers.
- Initial text message received by the user: Write the initial SMS text sent to users once they sign up.
- Enter URL For Privacy Policy: Provide the URL to your privacy policy page.
- Upload Sponsor Logo: Optionally upload a sponsor logo (click to upload or drag and drop). Recommended dimensions: 300x300, PNG or JPG up to 5MB.
Once you have configured all settings and uploaded your logos, click the "Generate QR Code" button to create your QR code.
Marketing 1-Pager (Optional)
Generate professional marketing materials for your assistant.
Flyer Generator
Generate a professional marketing flyer for your assistant.
- Toggle Switch: Use the toggle to enable or disable the Flyer Generator feature.
- When enabled, you'll see a message prompting you to generate and select a design to continue.
Reference Images (Optional)
Upload images to inspire the design style, colors, or content for your marketing flyer.
Click the "Add Images" button to upload reference images that will guide the AI in creating your flyer design.
Design Feedback & Notes (Optional)
Add any specific feedback or notes for the AI to consider when generating designs.
Examples include:
- "Make the colors more vibrant"
- "Include more white space"
- "Focus on the event date"
These notes will be sent to the AI to refine your flyer designs.
Generation Prompt
Customize the prompt to generate different marketing designs. The prompt will be sent to the AI along with your assistant data.
- The default prompt includes information about creating a professional marketing one-pager flyer design for an AI assistant service.
- The prompt automatically includes your assistant name, event name, and location details.
- Click "Reset to Default" to restore the original prompt.
- Once you're ready, click the "+ Generate Marketing Designs" button to create your marketing flyer designs.
Step 4: Final Review
Please review the following summary of the information you've entered. Ensure all details are correct before submitting the form.
Use Case Details
This section summarizes your general assistant configuration:
- Assistant Type: The type of assistant you're creating (e.g., Concierge Assistant).
- Assistant Name: The name you assigned to your assistant.
- LLM Model: The language model selected for your assistant (e.g., OpenAI Assistant).
Concierge Details
This section displays property and venue-specific information:
- Location: The location of your property.
- Property Type: The type of property (e.g., HOTEL, Resort, Vacation Home).
- Venue Info: Detailed information about your venue, including description, amenities, and features.
- Location URL: The URL to your property's location (may show "NA" if not provided).
- Website URL: Your property's website URL (may show "NA" if not provided).
- Organizer Contact: The contact phone number for the organizer or main contact person.
Venue Details
Additional venue information including:
- Location URL: URL to your property's location.
- Website URL: Your property's website URL.
- Organizer Contact: Contact phone number with country code.
- Venue Image: The uploaded image of your venue (thumbnail displayed).
Important Contacts
Key contact information for your property or venue. Each contact displays:
- Contact Type: The role or department (e.g., Staff, Reception, Manager).
- Hotel Name/Name: The contact person's name or hotel name.
- Phone Number: The contact's phone number.
- Address: The contact's address or location.
- Email: The contact's email address.
Uploaded Documents
This section shows all knowledge source documents you've uploaded:
- The total number of documents uploaded is displayed (e.g., "1 document(s) uploaded").
- Each document shows: filename, document type (e.g., Other, RawText), and a button to view or manage the document.
Phone Number Assignment
Confirmation of the phone number assigned to your assistant:
- A green card indicates that a phone number has been successfully assigned.
- The assigned phone number is displayed (e.g., "+9125555555").
- A green checkmark icon confirms the assignment is complete.
Privacy Settings
Summary of your privacy and data retention settings:
- Type: The privacy function type selected (may show "NA" if not configured).
- User Type: The user type setting (may show "NA" if not configured).
- Days: Number of days for message retention (may show "NA" if not configured).
- Phone Numbers: Phone numbers associated with privacy settings (may show "NA" if not configured).
AI Safety & Guardrails
Content moderation and safety controls for your assistant:
- The status is displayed (e.g., "AI Safety & Guardrails: Disabled" or "Enabled").
- A red circle with an 'X' indicates disabled, while a green indicator shows enabled.
Property Documents
Property-specific documents and integrations:
- If no property documents are available, it will display "No property documents available."
- Integration links (e.g., "Guesty Personal Document") may be shown with their status (e.g., "No Owner document found").
Notification Settings
Configuration for automated notifications:
- Negative Sentiments Notification: Status (Enabled or Disabled) and reply message (or "N/A" if not configured).
- No Answer Found Notification: Status (Enabled or Disabled) and reply message (or "N/A" if not configured).
- Contact Details: Phone number, Service Type (e.g., Text (SMS)), and Email for notifications (may show "N/A" if not configured).
Audience Enrollment QR Code
Summary of your QR code configuration and the generated QR code:
- Welcome Message: The welcoming message displayed on the QR code page.
- Success Message: The message shown after successful user registration.
- Additional Introduction Information: Brief description of what the AI assistant offers.
- Initial Text Message: The first SMS message sent to users after they sign up.
- QR Code Display: A large, black and white QR code is displayed that users can scan to enroll.
- Download QR Code: A green button with a download icon allows you to download the QR code image for printing or sharing.
📋 Review Checklist: Before clicking Save, verify that all information is correct, especially phone numbers, contact details, and QR code messages. Once you save, you can still edit these settings later, but it's best to ensure accuracy from the start.
Finalizing Setup
Once you have reviewed all sections and confirmed everything is correct:
- Click the "Save" button to complete the setup and create your assistant.
- You can use the "Back" button to return to previous steps if you need to make changes.
- Click "Cancel" if you want to exit without saving (your progress will be lost).
✅ Congratulations! Your AI assistant is now set up and ready to serve your guests. Test all features before going live to ensure everything works smoothly.
Need Help?
If you need assistance during the setup process, contact our support team at hi@ai-ambassador.xyz or schedule a demo for personalized guidance.