Appointment scheduling service for hospitality, restaurants & travel

AssistBPO's appointment scheduling service for hospitality, restaurant and travel businesses handles the bookings that are not a simple table for two. Private dining site visits, chef's table and tasting menu slots, wine tastings, spa and activity times at a hotel, airport transfers, tour departures, and the consultation calls a travel agency runs with clients planning a trip.

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This page Hospitality, restaurants & travel Appointment scheduling service

How does appointment scheduling work for hospitality?

Your scheduling assistant works inside your reservation platform, PMS, tour software or Google Calendar in your hours, books each slot against real capacity, attaches the notes the team needs, and sends confirmations and day-before reminders by text and email with lawful consent. Tour departures are matched to vehicle and guide capacity with pickup times per hotel. Spa bookings follow treatment durations and therapist availability. Private dining visits are placed when the room is empty and the events manager is free. Reschedules are answered with the next two open options; cancellations release the slot to the waitlist the same hour. The assistant is an employee of the group with a backup and a team lead, and every booking, move and cancellation appears in the end-of-day report.

What tasks does appointment scheduling cover for hospitality, restaurant and travel businesses?

  • Book chef's table, tasting menu and wine tasting slots against real capacity
  • Schedule private dining and event site visits when the room and the events manager are free
  • Fill spa and activity slots by treatment duration and therapist or guide availability
  • Build tour departure manifests with pickup times per hotel and vehicle capacity
  • Set travel consultation calls on the agent's calendar with the trip brief attached
  • Send confirmations and day-before reminders by text and email with lawful consent
  • Answer reschedule requests with the next two open options
  • Release canceled slots to the waitlist the same hour

The KPI that matters here

Slots booked without a capacity conflict and reminders delivered the day before, both measured against the number of bookings in the week.

What rules does appointment scheduling follow for hospitality?

  1. Guest texts and emails under TCPA and CAN-SPAM. Reservation confirmations, reminders and in-stay messages are transactional and go to the number or email the guest gave when booking. Marketing texts and emails, such as a holiday menu or a returning-guest offer, go only to guests who opted in, inside 8am to 9pm local time for texts, with an unsubscribe on every email, under the TCPA enforced by the FCC and CAN-SPAM enforced by the FTC.
  2. Deposits and card holds under PCI DSS. Large-party deposits, room holds and event deposits are collected only through the payment link or card capture in your reservation platform, PMS or POS. The assistant never takes a card number by phone, writes one down or stores one in a note, in line with PCI DSS.
  3. Service animals and allergen questions. Under the ADA, enforced by the US Department of Justice, a service animal is admitted and the desk asks only the two permitted questions. Allergen and dietary questions are passed to the kitchen in the guest's exact words and never answered from memory, because state health codes based on the FDA Food Code hold the operator responsible.
  4. Review replies under the FTC rule. No review is bought, incentivized or written by us, following the FTC's Consumer Reviews and Testimonials Rule. Replies never confirm that a named person stayed or dined, never quote a reservation detail, and move disputes to a private channel.

Hospitality software we work in

Also in use

  • OpenTable
  • Resy
  • Toast
  • Cloudbeds
  • Booking.com
  • Expedia

See all 80 tools we work in

More for hospitality, restaurant and travel businesses

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Appointment scheduling in other industries

Frequently asked questions

Can you schedule across a restaurant, a hotel and a spa in one property?

Yes. Each outlet keeps its own system, and the assistant works in all of them under separate logins: the reservation platform for the dining room, the PMS for rooms and packages, the spa software for treatments. Packages that combine them, such as a room with dinner and a massage, are booked in sequence with each outlet confirmed, and the guest receives one itinerary rather than three emails.

How do tour and transfer bookings work?

The assistant books seats against the vehicle and guide capacity you set in your tour software, records pickup hotels and times, and builds the manifest for the driver or guide the evening before. Guests get a confirmation with the pickup point and a reminder the day before. If weather or capacity forces a change, the assistant rebooks each guest with the next available departure and confirms by text, with the operator told once.

Do guests get reminders, and what is in them?

Yes, by text and email, using the contact details the guest gave when booking and your approved templates. A dining reminder carries the time, party size, address and the cancellation policy; a tour reminder carries the pickup point, time and what to bring; a spa reminder carries the arrival time and any intake form. Replies asking to move are handled by the desk rather than left in an inbox.

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