Client intake services for hospitality, restaurants & travel

AssistBPO's client intake services for hospitality, restaurant and travel businesses turn a first inquiry into a complete file before your events manager or travel agent spends an hour on it. For room blocks, intake captures the group name, dates, room count, rate expectations and the contact who will manage the rooming list.

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This page Hospitality, restaurants & travel Client intake services for small business

How does client intake work for hospitality?

For events, intake collects the occasion, date and alternatives, headcount range, budget range, room or space preference, catering style, dietary needs, AV requirements, decision timeline and the other venues being considered, then sends your packages and books the site visit or tasting. For travel clients, intake gathers traveler names as they appear on travel documents, dates, destinations, budget, accommodation style, mobility and dietary needs, loyalty numbers and whether they hold travel insurance, then books the planning call. Deposits, when required, are collected only through your payment link. Every intake is entered in your CRM with the same fields every time, so the conversation with your manager starts at step three. The intake specialist is an employee with a backup, works your hours, and reports new intakes and appointments booked daily.

What tasks does client intake cover for hospitality, restaurant and travel businesses?

  • Collect occasion, dates, headcount, budget range and space preference on every event inquiry
  • Capture catering style, dietary needs, AV and setup requirements before the site visit
  • Record room block details: group name, dates, room count and the rooming list contact
  • Gather travel client details with names exactly as on travel documents
  • Note mobility, dietary and accessibility needs so nothing is missed on the trip
  • Send packages and menus, then book the site visit, tasting or planning call
  • Collect any required deposit only through your payment link
  • Enter every intake in the CRM with the same fields and report daily

The KPI that matters here

Intakes completed with every required field and site visits or planning calls that show, measured against inquiries received. The weekly review compares both by source.

What rules does client intake 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

Client intake in other industries

Frequently asked questions

What does an event intake include?

Contact details and preferred channel, the occasion, preferred date and alternatives, headcount range, budget range, space or room preference, catering style and service type, bar preference, dietary and accessibility needs, AV and setup requirements, decision timeline, and any other venues in the running. The specialist sends your packages and menus, books the site visit or tasting on the events manager's calendar, and attaches the notes so the visit starts with the details known.

What does a travel client intake include?

Traveler names exactly as on their travel documents, dates and flexibility, destinations or trip type, budget range, accommodation style, cabin or seat preferences, mobility, dietary and medical considerations the client wishes to share, loyalty program numbers, travel insurance status, and how they heard about you. Document numbers and expiry dates are captured only into your secure travel platform, never by email, and the specialist books the planning call with the agent.

Does intake negotiate or confirm pricing?

No. The intake specialist sends published packages and starting prices, explains what each includes, and records the client's budget range and questions. Custom quotes, concessions, contract terms, attrition and cancellation clauses stay with your events manager or travel agent, who receives the questions before the appointment. Deposits are collected only through your payment link once your manager has confirmed the booking.

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