Chat agentprimary
Availability, concierge questions (breakfast, Wi-Fi, directions), late check-in 24/7 on the hotel website. Integration with apaleo/mews/Protel. Measurably reduces OTA dependence.
Open chat industry page
ForHotels and guesthouses
No inquiry left behind.
On every channel, any time.
While the shift is being handed over and the supplier is in the lobby, the phone keeps ringing, an email lands, the website chat lights up. AI agents handle reservation requests, room availability, and breakfast questions like a seasoned front-desk staffer — integrated with Apaleo, protel, Mews.
Get startedIn short
The Rinqo AI agent for hotels handles reservation calls around the clock, checks availability directly in the PMS (Apaleo, protel, Mews), takes bookings with payment authorization and answers guest questions about breakfast, parking and check-in times.
The situation
DEHOGA counts roughly 33,000 lodging establishments in Germany for 2025 with a total of 1.8 million beds. In a typical 30-80-room independent hotel, 40 to 90 phone calls come in per day, with 35 percent reservation requests, 30 percent service questions (breakfast, parking, check-in), 20 percent existing booking changes, the rest follow-ups or complaints. Peak times are 9-11 AM and 4-7 PM, exactly when the front desk is busy with check-in/out and shift changes. HOTREC reports a Europe-wide direct booking rate of 24-34 percent, every missed call goes straight to Booking.com (15-18 percent commission) and gets more expensive.
Where it hurts
- Callers at lunchtime or after 7 PM frequently land in voicemail.
- Booking.com and Expedia commissions eat 15-18 percent of room price, every direct booking pays off.
- Breakfast, parking, pets, the same five questions 30× a day.
- International guests call in five languages, the front desk team does not.
- Seasonal peaks (trade shows, events) overload reception predictably.
How Rinqo solves this
Reception that doesn't need to be picked up
The phone agent answers within one ring max. Callers hear a natural voice, in twenty languages, without an IVR menu. The front desk team sees the transcript live and can take over at any time.
It knows your house
Room categories, breakfast options, parking availability, pets yes/no, spa hours, all from your website plus a one-page house rules PDF. The agent quotes from it, adds nothing.
It books directly in the PMS
Apaleo, protel and Mews via native integration, other PMS via webhook. The agent checks availability, holds the room for 5 minutes, takes credit card data via tokenization (PCI-DSS provider) and writes the booking with payment authorization to the PMS.
What the agent handles
- Reservation requests with availability check and booking
- Booking changes (date, room category, number of people)
- Standard questions (breakfast, parking, check-in/out, Wi-Fi, pets)
- Directions and arrival information (train station, airport)
- Organize callbacks from the director / front desk manager
- Spa and restaurant reservations for in-house guests
- Multilingual service (DE/EN/FR/IT/ES/NL standard)
Our recommendation
Hotel guests call outside your peak hours, in the evening, on weekends, during midday lulls. The phone agent catches exactly these calls and turns voicemail losses into direct bookings.
All channels for this industry
What Rinqo offers for Hotels and guesthouses
Phone agent
Late-evening calls after 10 pm, multilingual (DE/EN/FR/IT/ES). Booking inquiries straight into the PMS, direct bookings instead of Booking.com.
Open voice agentGDPR in hotels
Hotels process guest data, passport information and payment methods. Rinqo does not store payment data directly but works with PCI-DSS-certified tokenization providers (Stripe, Adyen). All call data stays inside the EU.
- Hosting on German servers (Hetzner), DPA automatic on first login
- PCI-DSS-compliant payment tokenization, no card data in the audio transcript
- Configurable retention (30/90/365 days) on audio and transcripts
- Registration law: data capture at check-in remains manual, agent only qualifies
- AI Act Art. 50: voice marker as AI from 02 August 2026 mandatory, built-in
Frequently Asked Questions
Written by
Sven Pflüger
Founder & CEO, Rinqo
Sven builds Rinqo from a simple observation: most AI tools are designed in San Francisco and sold in Berlin. The workshop in the Black Forest, the veterinary practice in Salzburg, the family hotel in Tyrol get software that doesn't speak their language. Rinqo flips that. On European servers, set up in ten minutes, in twenty languages. With templates built by the industries themselves.
Last updated: 2026-05-09
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Detailed call flows, software integrations, and emergency triage logic, in one place.
Phone agent for HotelsDirect booking instead of Booking.com commission.
Try the hotel assistant with your room categories, your house rules and your PMS, live in 10 minutes.
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