Hotel Guest Automation
A done-for-you system that stops guest-info chasing, missed reviews, and front-desk surprises from costing your independent hotel time and reputation.
Where the week actually goes
If you run a small, independent hotel, B&B, guesthouse, or apart-hotel, these are the jobs that eat your week and never show up on a P&L.
- Guest details (arrival time, room preference, late check-in, transfer requests) collected over email, phone, and WhatsApp, then re-typed into a spreadsheet, if they make it there at all.
- The person greeting the guest doesn't see the booking details until check-in, or has to go dig for them.
- A guest who has stayed three times gets the exact same generic welcome as someone booking for the first time.
- One welcome message for every room type, when a family in a suite and a couple in a standard double would each rather hear something relevant to their stay.
- Late checkout, airport transfer, and breakfast packages go unmentioned because nobody has time to email every guest before arrival.
- The best moment to ask for a review is right after checkout, and in practice that window closes while you're busy running the property.
None of this needs a bigger PMS or a new booking engine. It needs the manual steps taken out of your hands.
What we install
One comprehensive system, installed once, that runs quietly behind your existing booking setup. There is no tiered menu: every property gets the full package below.
Instant, branded confirmation
The moment a guest submits your pre-arrival form, they get a confirmation email that looks like it came from your hotel, because it does.
Front desk notified immediately
A separate staff email goes out the same moment, with the guest's name, dates, and any special requests, so the team knows before the guest walks in, not after.
Returning guests recognized automatically
The system checks the guest's email against your existing records and sends a genuine welcome-back message instead of the standard first-time greeting.
Welcome info matched to the room booked
A suite guest and a family-room guest get different, relevant information, instead of one generic message for every room type.
Pre-arrival reminder with real upsell offers
A few days out, guests get a reminder that also offers late checkout, airport transfer, or a breakfast package, sent from your own Gmail, in your voice.
Review requests, drafted for your approval
A Google or TripAdvisor request is drafted after each checkout. Nothing sends on its own; you read it and hit send when you're happy with it.
A daily arrival digest for the front desk
Every morning the team gets a one-glance summary of that day's arrivals, pulled straight from your guest log.
Nothing disappears on an incomplete form
If a guest skips a field, the booking is still logged and the front desk is still notified, just flagged so a human can follow up.
Everything above runs on accounts you already have or fully own: your own Gmail, your own Google Sheet. There is no new platform for your team to learn beyond opening an email and a spreadsheet they already use, and no ongoing cost to run it.
Optional add-ons, off by default
For hotels that want to go further, these are built and wired up as part of the same engagement, but left switched off until you decide you want them. Nothing here is required to get full value from the core system.
- AI-personalized guest messaging, generated from the guest's actual requests, room type, and stay history instead of a fixed template.
- SMS pre-arrival reminders for guests who don't check email closely while traveling.
- WhatsApp confirmation and reminders, useful where a meaningful share of guests are international.
- A weekly performance summary (arrivals, returning-guest rate, review requests sent), built to feed a dashboard if you want one.
What's included
- Full setup on your own infrastructure where possible, or on an ESSPRY-provided hosted instance if you don't have one
- Branding to your hotel across every guest-facing and staff-facing message: your logo, name, and voice
- Any optional add-ons you choose, connected to your own accounts and left off until you're ready to turn them on
- Staff training: a walkthrough on how the system works, where the guest log lives, and how to review and send review-request drafts
- Support through setup and launch, until everything is confirmed working correctly
Pricing
You're not paying for a bigger spreadsheet trick. The price covers the full set of guest-lifecycle automation above, plus ESSPRY doing the setup, branding, and hands-on staff training so it works correctly from day one.
Final price within the range depends on the complexity of your current booking setup, any customization requests, and which optional add-ons you want built and connected. There is no obligation to take the monthly maintenance plan.
- One-time setup, branding & training
- $2,997 – $4,997
- Optional monthly maintenance with ESSPRY
- $99 – $199/month
- Optional add-on usage (only if enabled, billed by your own provider)
- pass-through, typically cents per message
Questions about this specifically
Do I need to replace my booking system or website?
No. This runs alongside what you already have. Guests still reserve however they do today; the automation starts once a booking exists and runs quietly in the background.
Have you installed this for other hotels before?
This is a new offer from ESSPRY, built and installed hands-on by the founder rather than handed off to a support queue. There is no client roster to point to yet, and we'd rather say that plainly than manufacture a testimonial. What you're buying is a working system, built on ordinary Gmail and Google Sheets, that you can see running before you commit to anything beyond the setup call.
What if I don't want the AI, SMS, or WhatsApp extras?
Leave them off. The core package, form, confirmation email, staff notification, returning-guest recognition, room-type messaging, upsell reminder, review-request draft, and daily digest, has no ongoing cost beyond the free tier of Gmail and Sheets you're likely already using. The extras are opt-in, and if you turn one on later it bills to your own OpenAI, Twilio, or WhatsApp Business account directly, not through ESSPRY.
What happens after I reach out?
A short call to confirm your current setup and any specific requests for the forms, emails, or upsell offers, then a short checklist for the branding details and access we need from you. We build, brand, and test the automation, walk you and your team through it, and you're live.
Ready to stop chasing guest info by hand?
Tell us about your current booking setup and which requests, forms, or upsell offers matter most to you. We reply, confirm the details, then build, brand, and test the automation before you're live.