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AI receptionist for independent hotels
For independent hotels where one desk clerk is checking in a tour bus and the phone will not stop.
It is 3:05 pm, there are six guests at the desk, and the lobby phone is ringing for the fourth time. Tactly answers it, handles the parking question, and lets the clerk keep checking people in.
- TactlyThank you for calling the Harborview Hotel. I'm the virtual assistant, and this call may be recorded. How can I help?
- CallerHi, I'm Darnell. We arrive Friday. Is there parking, and what time can we check in?
- TactlyCheck-in starts at 3:00 pm. Parking is in the lot behind the hotel for $15 a night. Anything else for your stay?
- CallerCould I add a second night, Saturday?
- TactlyI can't see room availability, but I'll pass the request to the front desk with your number so they can confirm it.
- Message for the front desk: Darnell, add Saturday night to Friday arrival
- Call summary emailed to frontdesk@harborviewhotel.com
Can an AI receptionist work for independent hotels?
Tactly is an AI receptionist for independent hotels. It answers calls the front desk cannot reach and calls overnight, answers guest questions about check-in, parking, pets, breakfast and directions from your notes, and takes reservation requests as messages for staff. It does not connect to your property management system, so it never quotes live rates or confirms rooms. During set hours it transfers callers to the front desk.
The problem
Missed calls are missed work.
Most calls to a hotel are small: what time is check-in, is there parking, can I bring the dog. Each one pulls the clerk away from a guest standing at the counter. When the desk is slammed, the phone simply rings out, and a traveler deciding between two places books the one that answered.
Independent hotels do not have a central call center behind them. The same two or three people run the desk, the phone and the night audit. Tactly takes the repeat questions and writes down the booking inquiries, so staff spend their time on the people already in the building.
Calls it handles
The calls independent hotels get every day.
Pre-arrival questions
Check-in and checkout times, early arrival, parking cost, breakfast hours. Tactly answers from the notes you wrote and nothing else.
Room requests
A caller wants two nights next weekend. Tactly takes the dates, guest count and phone number as a message, since it cannot see your availability or rates.
Guests already staying
Someone from room 214 needs towels or a late checkout. During hours, Tactly transfers them to the front desk line.
Directions and nearby
Which exit to take, where the entrance is, how far the convention center is. Write it once and every caller gets the same clear answer.
Setup tips
What to put in your notes.
Tactly answers only from what you tell it. These are the lines that matter most for independent hotels.
- Write your check-in, checkout, early arrival and late checkout rules exactly as the desk explains them.
- Add the front desk as a named transfer number with a note to use it for in-house guests and same-day changes.
- Tell Tactly plainly that it cannot quote rates or confirm rooms, and which details to collect for a reservation request.
Plans for independent hotels
Starter
$49/mo
For a solo owner who mostly needs the missed calls covered.
- 100 AI-answered minutes a month
- Then $0.35 a minute
- Every feature included
- Most popular
Pro
$99/mo
For a busy shop that wants nights, weekends and lunch rushes handled.
- 250 AI-answered minutes a month
- Then $0.29 a minute
- Every feature included
Growth
$199/mo
For a team that sends a large share of its calls to the receptionist.
- 600 AI-answered minutes a month
- Then $0.25 a minute
- Every feature included
Specialties
More specific pages for independent hotels.
FAQ
Questions, answered
Can Tactly book rooms in our property management system?
No. Tactly does not connect to a property management system, channel manager or booking engine. It takes reservation requests as messages, and your staff confirm them.
Will it quote our room rates?
Only a rate you wrote into the notes, and most hotels leave rates out because they change daily. Without one, Tactly takes the request and staff follow up.
Can it cover the overnight shift?
Yes. Choose the after-hours mode and Tactly answers once the desk closes, answers what it can from your notes, and emails each call as a summary.
Stop sending callers to voicemail.
Set up your receptionist, make a free test call from your own phone, and switch it on when it sounds right.