Calendar management services for hospitality, restaurants & travel

AssistBPO's calendar management services for hospitality, restaurant and travel businesses keep the calendars that a venue runs on from colliding. The private dining and event calendar, the room block calendar, the site visit and tasting schedule, staff meetings and trainings, supplier deliveries, health and fire inspections, and the owner's own week.

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This page Hospitality, restaurants & travel Calendar management services

How does calendar management work for hospitality?

Your calendar assistant owns them in your hours. Event holds are placed with setup and teardown time so a lunch buyout never overlaps a dinner booking. Room blocks are entered with cutoff dates and release rules. Tastings and site visits are booked when the chef and the events manager are actually free. Pre-shift meetings, wine trainings and the monthly all-hands land on days that do not clash with a buyout. Inspection windows, license renewals and equipment service visits sit on a tracked calendar with reminders. Travel agencies get client planning calls and departure dates laid out with document deadlines attached. When a wedding moves, a group shrinks or an inspector reschedules, the assistant reshuffles the affected bookings and tells each party. Each evening the end-of-day report shows tomorrow's calendar with headcounts, contacts and setup notes.

What tasks does calendar management cover for hospitality, restaurant and travel businesses?

  • Place event holds with setup and teardown time so buyouts never overlap service
  • Enter room blocks with cutoff dates, release rules and rooming list deadlines
  • Book tastings and site visits when the chef and the events manager are free
  • Schedule pre-shift meetings, trainings and all-hands around buyouts and peak nights
  • Track inspections, license renewals and equipment service visits with reminders
  • Lay out travel client planning calls and departures with document deadlines attached
  • Reshuffle dependent bookings when a wedding, group or inspector moves and tell each party
  • Send tomorrow's calendar with headcounts, contacts and setup notes each evening

The KPI that matters here

Event holds placed without overlapping a service or another event, and room block cutoffs met without a manual chase. Both are reviewed weekly with the team lead.

What rules does calendar management 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

Other services for hospitality

Calendar management in other industries

Frequently asked questions

Can you manage both the event calendar and the daily reservation book?

Yes, and keeping them in agreement is the point. Event holds are entered on the reservation platform as blocked tables or a closed room so the host never seats a walk-in in a space that is set for a buyout. Room blocks are entered in the PMS with cutoffs. The assistant checks the two calendars against each other every morning and flags any conflict before the day starts.

How do you handle holds that never turn into contracts?

With your hold policy. Each tentative hold carries an expiry date, usually a week or two, and the assistant follows up with the client before it lapses, then releases the date or converts it once the signed contract and deposit arrive through your payment link. Released dates go back to the inquiry list so the next group waiting for that Saturday hears the same day.

Will the assistant manage the owner's or GM's own calendar?

If you want. Owners usually hand over supplier and rep meetings, tastings, interviews, the weekly numbers review, inspection appointments and the family blocks that must not be booked over. The assistant confirms each meeting the day before, attaches prep notes such as the group's headcount and menu for a tasting, and never accepts a booking into a protected block without asking first.

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