Arrivals Agent
Every guest feels expected before they arrive
The stay begins before arrival. The agent makes sure of it
Two days before check-in, the agent sends a personalised message with arrival instructions, upsell offers based on the guest's profile, and a digital pre-registration link. By the time they walk in, your front desk already knows their preferences.
Without this agent
Check-in is the first impression. Most hotels waste it.
The guest arrives after a long flight. They stand in line. They spell their name. They fill out a form. They wait for a room assignment. The first 10 minutes of their stay are bureaucratic friction. Meanwhile, you had two days to prepare and did nothing with them.
Guests arrive with zero preparation. No pre-registration, no preferences captured, no expectations set.
Your front desk asks the same questions every time: name, ID, credit card, preferences. It takes 5 minutes per guest.
Upsell opportunities (upgrades, breakfast, spa) are pitched at the worst moment: when the guest is tired and wants their room
Repeat guests are treated like first-timers because nobody checked their profile before arrival
Pre-arrival emails are either not sent or are generic templates that guests ignore
The arrival board is a printed list with no context. Staff learn about VIPs when they are already at the desk.
How it works
From booking confirmation to seamless check-in
The Arrivals Agent activates the moment a reservation is confirmed and works continuously until the guest walks through the door.
Reservation confirmed
The agent reads the booking details: dates, room type, guest profile, booking source, occasion (if detectable). It begins building the arrival strategy.
Pre-arrival message sent
At the optimal time (business travelers: evening before, leisure: 2 days out), the agent sends a personalised message with arrival instructions and a pre-registration link.
Upsell offers scored and sent
Based on the guest's profile, available inventory, and booking type, the agent selects and sends relevant upgrade offers. Room upgrade, breakfast package, airport transfer.
Digital pre-registration
The guest submits ID details, preferences, and special requests before arrival. This data flows into the reservation and CRM profile automatically.
Arrival board prepared
On the morning of arrival, the agent compiles the day's arrivals with VIP flags, special requests, pre-registration status, upsell conversions, and suggested room assignments.
90-second check-in
Guest arrives. Front desk already has their name, preferences, and room ready. Check-in takes 90 seconds. The stay starts with delight, not paperwork.
90s
Average check-in time
3x
Upsell conversion vs. at-desk
72%
Pre-registration completion
2 days
Guest engagement before arrival
Capabilities
What this agent actually does
Personalised pre-arrival messages
Tailored to the guest's booking details, stay history, and preferences. Not generic templates. Sent at the optimal time.
AI-scored upsell offers
Scores each guest for upgrade potential based on profile, occasion, and available inventory. Offers the right thing to the right person.
Smart timing
Business travelers get their message the evening before. Leisure guests get theirs two days out. The agent picks the moment.
Digital pre-registration
Guests submit ID, preferences, and requests before arrival. Front desk has everything ready. No forms at the desk.
Add-on packages
Breakfast, transfers, spa, F&B credits. The agent suggests relevant add-ons based on the guest's profile and booking type.
Multi-channel delivery
Email or WhatsApp. The agent picks the channel the guest is most likely to engage with based on their booking source.
Repeat guest recognition
Returning guests get a welcome-back message referencing their last stay. Preferences from their CRM profile are pre-loaded.
Arrival board intelligence
Today's arrivals with VIP flags, special requests, room assignments, and upsell scores. Your team starts the shift informed.
The bigger picture
The best hotels make you feel expected. Not processed.
Think about the last time you arrived at a hotel and they already knew your name, your room preference, and that you were celebrating an anniversary. That feeling is not magic. It is preparation. The Arrivals Agent does that preparation for every single guest, every single day. It reads the data you already have and turns it into a personalised experience before the guest even arrives. The result: faster check-ins, higher upsell conversion, and guests who feel like VIPs from the first interaction.
See it in action
First impressions happen before check-in. Make them count
See how the Arrivals Agent prepares your property for every guest. Book a call and we will walk you through the pre-arrival flow.