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AI & Custom Solutions
Four ways to get hours back, a written standard for how we do it, and a diagnosis that tells you where to start.
What AI does inside a business: the overviewSectors
Not sure where to start?
Workflow X-Ray
In one to two weeks: a map of hours and euros, five opportunities with the payback worked out, and a demo running on your own data.
From €890 · credited 100% against the pilot
Today
02:10 · unreadHabt ihr noch ein Familienzimmer für Juli?“Do you still have a family room for July?”
02:30New booking via OTAcommission
With AI
02:10 AIHallo, hier ist der KI-Assistent des Hotels. Ja, im Juli haben wir noch ein Familienzimmer frei, direkt bei uns zum besten Preis.First line: it says it is an AI assistant. Then the direct rate.
Sectors · Hotels & hospitality
“The message came in at 02:10. The booking went elsewhere at 02:30.”
Only 8.7% of room nights in Greek hotels are booked directly on the hotel’s own website.
Direct bookings (all direct channels)
source (opens in a new tab)HOTREC, European Hotel Distribution Study 2026, via To Vima · industry body · HOTREC 2026, 2025 data, a sample of 128 Greek hotels · industry body
Most questions are the same: check-in, parking, breakfast, transfers. The difference is who answers at 02:10, in which language, and whether they offer the direct rate before a booking platform does.
From Heraklion. We spend the season here too.
The invisible
A hotel is full of people answering the same questions, in a different language each time.
“At check-in three phones ring and the queue reaches the door.”
“Every May we train 40 seasonal staff from zero.”
“A transfer or an excursion takes three emails and a phone call.”
“The buffet always comes out the same, whoever the guests are.”
What we build
Basic FAQ bots now come with many PMSs. We build what they don’t: one brain across Viber, WhatsApp, email and phone, ancillary logic, and bookings that end on your own site.
Viber, WhatsApp, email and web chat, one brain. It says it’s AI in its first sentence. A person is one step away.
Takes peak overflow and calls after 23:00, in several languages. Reads back dates and names. Anything not simple goes to a person.
Offers a transfer, excursion or late checkout only when there’s availability, and books them with your partners.
Drafts in the guest’s language. The manager edits and publishes.
Answers from your SOPs, by voice and text, in the employee’s language.
Air-conditioning and pool follow occupancy, not a fixed timetable.
For a 40–60 room hotel in season: 52–87 hours a month in year one (worked example, from the X-Ray below), roughly €1,000–1,650 a month at €19.00/hour. Direct bookings and ancillaries are measured separately.
AI Front Desk: Chat from €390/month + €2,500 set-up · Chat + Voice from €790/month + €5,500 set-up · Concierge from €1,500/month
No savings percentage before the X-Ray. We measure it in your own business.
In February you hide a brass key in a panorama of your beach. The first to find it wins a week. Everyone else walks your hotel in their head.
In February every past guest gets a 20-second video: their name written in the sand of your beach, the sunset time on the day they’d arrive, and a code for direct booking only.
The evening before departure, the guest gets a message: “Tomorrow: Heraklion 28°, calm sea. Munich 9°, rain.” And one more night, only if the room is unsold.
When someone asks for a “family hotel in Heraklion with a kids’ club”, you’re the one named, with the right details and prices from your own site.
Web & Apps: where the two meet
A site and booking engine that bring the booking to you: fast (Core Web Vitals that pass), multilingual, ready for AI answers.
Web & AppsX-Ray
A WhatsApp message, a phone call at peak, a transfer that takes three emails. Eight steps, all at reception.
From guest request to resolution
How this mechanism runs for a business in this sector, step by step.A scan line passes over the steps and marks the hot ones.
WhatsApp, email and platform messages answered by reception
Acts
Answers in several languages from your own information and says it’s AI
3′ 0.6′ Minutes on the new path
Calls at check-in peak, some missed
Hears
The voice assistant takes the overflow. Complex calls go to a person.
4′ 1.5′ Minutes on the new path
Night-time questions wait until morning
Acts
Answered the moment they arrive
5′ 0′ Minutes on the new path
Transfers and excursions: emails and calls with partners
Acts
Books with your partners and confirms to the guest
12′ 3′ Minutes on the new path
Review replies
Acts
Drafts. The manager edits and publishes.
6′ 1.5′ Minutes on the new path
Seasonal staff ask about the same procedures
Reads
The assistant answers from your SOPs, by voice and text
5′ 1′ Minutes on the new path
Buffet quantities set by habit
Predicts
A forecast from occupancy and nationalities
40′ 10′ Minutes on the new path
Housekeeping and maintenance requests by phone
Acts
The guest writes, the request goes straight to the department
3′ 1′ Minutes on the new path
| Step | Who | Minutes | Times a month | With AI | Minutes on the new path |
|---|---|---|---|---|---|
| WhatsApp, email and platform messages answered by reception | reception | 3 | 1,200 | Acts: Answers in several languages from your own information and says it’s AI | 0.6 |
| Calls at check-in peak, some missed | reception | 4 | 600 | Hears: The voice assistant takes the overflow. Complex calls go to a person. | 1.5 |
| Night-time questions wait until morning | reception | 5 | 150 | Acts: Answered the moment they arrive | 0 |
| Transfers and excursions: emails and calls with partners | reception | 12 | 120 | Acts: Books with your partners and confirms to the guest | 3 |
| Review replies | management | 6 | 120 | Acts: Drafts. The manager edits and publishes. | 1.5 |
| Seasonal staff ask about the same procedures | everyone | 5 | 400 | Reads: The assistant answers from your SOPs, by voice and text | 1 |
| Buffet quantities set by habit | kitchen | 40 | 30 | Predicts: A forecast from occupancy and nationalities | 10 |
| Housekeeping and maintenance requests by phone | reception | 3 | 600 | Acts: The guest writes, the request goes straight to the department | 1 |
The X-Ray above is someone else’s day. The meter takes yours: a few sliders, your own cost per hour, the formula on the page.
Hidden Cost MeterWork sheet
Department Customer service
Eurostat lc_lci_lev, 2025 · official statistics
Funding. In the X-Ray we check which programme fits, if any does, against the current call text.
Hidden hours/month = contacts × 21 × minutes × same-question % ÷ 60. Unanswered calls stay out of the cost: they show separately, because they are revenue at risk, not hours.
Cost/year = hidden hours/month × 12 × hourly cost (+ external cost, where there is one). Automatable = labour cost × department coefficient (0.50–0.80) + external cost × a second coefficient. People = hidden hours/month × coefficient ÷ 150 hours. Payback = pilot cost ÷ (automatable ÷ 12).
The coefficients are our own conservative estimate, shown here so you can challenge them. 150 hours is one person's productive time in a month (≈1,800 a year).
The form will already hold your numbers.
Play
In February, a hotel hides a brass key in a panorama of its beach. The first to find it wins a week for two. Everyone else searches, and while they search, they walk the hotel in their head.
Key in the Sand
Without the game: a very high-resolution beach panorama with a small brass key hidden in the sand. Players zoom and search for minutes, seeing every corner of the hotel. Every player gets a card with their time and an early-booking code.
Play the scenario
Type a name. See it in the sand, with the sunset time on the day you’d arrive.
Past guests are the cheapest direct bookings. A personal video in February reminds them where to book.
40–70% watch to the end. +2–6 points in direct rebookings. A planning range for a pilot in a Greek SME. Your own figure is measured in the pilot.
Written consent for any cloned voice, and synthetic audio labelled as the AI Act requires.
Play the scenarioTomorrow: Heraklion 28°, calm sea. Munich 9°, rain. One more night at −35% with late checkout?
The message goes out at 18:00 on the evening before departure, and only if the room is unsold. One tap on “I’m staying” and reception confirms.
3–8% of guests messaged extend their stay when rooms allow. A planning range for a pilot in a Greek SME. Your own figure is measured in the pilot.
Funding
We don’t sell grants. We show you which programme fits, if one does.
| Programme | Status | What it can cover |
|---|---|---|
| €150M AI scheme for SMEs | Announced. Terms and date not yet published. | According to the announcements, tourism is included: AI applications, staff training, consultants. The terms will confirm it. source (opens in a new tab)ictplus, €150M AI scheme · press |
| ESPA “Advanced Digital Transformation of SMEs” | Closed to new applications. Approved firms have up to 31 months to implement. | Software and integration, if in the approved scope source (opens in a new tab)KEPA-ANEM, 6th amendment, Advanced Digital Transformation · managing body |
| Crete regional programme (ESPA) | No open SME digital call at the moment | We monitor it and tell you in the X-Ray annex source (opens in a new tab)Crete regional programme, Managing Authority · official |
Subject to the text of the current call. Every X-Ray includes a funding annex.
Proof
We ask one thing: permission to publish the numbers, with the method and the name of the person who got their hours back.
We’d like to be firstThese are other people’s numbers, with sources. We measure yours.
It answers guests on Viber, WhatsApp, email and phone, in several languages, around the clock; offers ancillaries when there’s availability; drafts review replies; and helps seasonal staff learn procedures. It always says it’s AI, and a person is one step away.
Many PMSs now include an FAQ chatbot. We join every channel into one brain, add Greek voice, ancillary logic based on availability, and bring the booking to your own site instead of a platform.
Yes, and English, German and other languages. Greek numbers, names and addresses are the hard part. That’s why we run a 100-call test before every handover, and the assistant reads dates and names back to the guest.
The AI Front Desk starts from €390/month + €2,500 set-up for chat and from €790/month + €5,500 set-up for chat plus voice. For hotels with several languages and reminders, Concierge starts from €1,500/month. If you don’t know where to start, the Workflow X-Ray costs €1,900 and is credited against the pilot.
EU processing, a data processing agreement, no model training on your data, and a recording notice at the start of every call. The assistant says it’s AI in its first sentence, as Article 50 of the AI Act has required since 2 August 2026.
X-Ray
Two weeks: we count messages, calls, missed calls and reply times, and look at where bookings come from and what you pay in commission. You leave with a map of hours and euros, and the assistant answering your own 20 most common questions.
€1,900
The form opens with your sector selected and whatever you pinned. Nothing goes into the page address.