Step 2
Tick what happens to you Every tick is a place where customers slip away. Tick it to see what the system would do, and we add it to your diagnosis.
OTA commissions eat your margin Between 15 and 25 % of every booking goes to the OTA, even from guests who already knew you. What the system would do: Fast, direct replies on WhatsApp and your website to turn enquiries into direct bookings. Your website doesn’t convert: they look, then book on Booking They visit, hesitate, nobody answers and they book wherever it is easiest. What the system would do: A website assistant that answers questions and sends guests to your booking engine on the spot. An overwhelmed front desk Check-ins, phone, emails and WhatsApp at once. Something always gets missed. What the system would do: Repetitive questions are handled automatically; reception looks after the guests in front of them. Group and event quotes without follow-up You send the quote and nobody writes back. These are your biggest bookings and the ones you lose most. What the system would do: Quotes in minutes and automatic follow-up until they confirm or say no. Empty rooms midweek Weekends fill themselves; Monday to Thursday don’t. What the system would do: Campaigns to past guests with midweek offers, sent at the right time. Extras nobody offers Late check-out, breakfast, transfers, upgrades: revenue left on the table. What the system would do: Automatic offers before arrival and during the stay, with direct payment or booking. Negative reviews left unanswered One unanswered bad review weighs more than ten good ones in the next guest’s decision. What the system would do: Instant alert for every review and a draft reply ready to publish. Guests who never come back They left happy and you never heard from them again. What the system would do: Post-stay contact, review requests and offers to return on their dates. Guests message you after you close At night and at weekends enquiries arrive and nobody answers. By the next morning they have booked or bought somewhere else. What the system would do: An AI assistant replies instantly, at any hour, and completes the booking or appointment. The same questions, twenty times a day Prices, opening hours, availability, directions. Hours of your team answering the same thing while the customer in front of them waits. What the system would do: Frequent questions are answered automatically and your team only steps in when it matters. They ask for a price and disappear Nobody sends the second message. Most sales close after several follow-ups, and almost nobody makes them. What the system would do: Friendly automatic follow-up: the customer gets a second and third message at the right moment. You reply late and they buy from a competitor The fastest reply wins, not the best business. An hour of waiting is already too late. What the system would do: Replies in seconds on WhatsApp, Instagram and your website, with the right information about your business. Everything goes through your phone If you are on holiday, ill or in a meeting, the business stops. Even your holidays are not holidays. What the system would do: Every conversation in one shared inbox: the team handles it and you see everything without being indispensable. An employee leaves and takes the contacts Years of customers saved on a personal WhatsApp walk out with them, sometimes to a competitor. What the system would do: Customers and their history live in the business system, not on anyone’s phone. You don’t know how many enquiries arrive or convert Without numbers you cannot tell what works, which ad sells or where customers slip away. What the system would do: A dashboard with enquiries, sales and the source of every customer, including your ads. Customers scattered across spreadsheets and notebooks Nobody can find anything and everyone notes it down their own way. Follow-up is impossible. What the system would do: One tidy customer database that updates itself with every conversation.
You depend on OTAs and their commissions Almost every bed is sold through Booking or Hostelworld, and the commission calls the shots. What the system would do: Direct replies in each traveller’s language to turn enquiries into direct bookings. Messages in five languages, at any hour English, French, German, Italian… and half of them arrive overnight because of time zones. What the system would do: An assistant that replies in each traveller’s language, 24 hours a day. Your team changes every few months Volunteers and staff rotate, and each one answers differently. Quality depends on who is on shift. What the system would do: Answers and processes live in the system: newcomers respond like veterans. Last-minute empty beds Cancellations and gaps nobody sells in time. What the system would do: Alerts to your waiting list and last-minute offers sent automatically. No-shows and last-minute cancellations Booked beds that stay empty and can no longer be sold. What the system would do: Automatic confirmation before arrival and the bed is released if they don’t reply. “Staff never replied” in the reviews A line like that on Hostelworld lowers bookings for months. What the system would do: Nobody goes unanswered: the assistant replies instantly and alerts the team when needed. Guests message you after you close At night and at weekends enquiries arrive and nobody answers. By the next morning they have booked or bought somewhere else. What the system would do: An AI assistant replies instantly, at any hour, and completes the booking or appointment. The same questions, twenty times a day Prices, opening hours, availability, directions. Hours of your team answering the same thing while the customer in front of them waits. What the system would do: Frequent questions are answered automatically and your team only steps in when it matters. They ask for a price and disappear Nobody sends the second message. Most sales close after several follow-ups, and almost nobody makes them. What the system would do: Friendly automatic follow-up: the customer gets a second and third message at the right moment. You reply late and they buy from a competitor The fastest reply wins, not the best business. An hour of waiting is already too late. What the system would do: Replies in seconds on WhatsApp, Instagram and your website, with the right information about your business. Everything goes through your phone If you are on holiday, ill or in a meeting, the business stops. Even your holidays are not holidays. What the system would do: Every conversation in one shared inbox: the team handles it and you see everything without being indispensable. An employee leaves and takes the contacts Years of customers saved on a personal WhatsApp walk out with them, sometimes to a competitor. What the system would do: Customers and their history live in the business system, not on anyone’s phone. You don’t know how many enquiries arrive or convert Without numbers you cannot tell what works, which ad sells or where customers slip away. What the system would do: A dashboard with enquiries, sales and the source of every customer, including your ads. Customers scattered across spreadsheets and notebooks Nobody can find anything and everyone notes it down their own way. Follow-up is impossible. What the system would do: One tidy customer database that updates itself with every conversation.
Unconfirmed bookings that never show Friday fully booked in the diary and three empty tables at nine. What the system would do: A confirmation message the day before, and the table is released if they don’t confirm. The phone rings in the middle of service Nobody can pick it up. Every missed call is a table that goes to another restaurant. What the system would do: Bookings and questions on WhatsApp handled by the assistant while the floor works. Delivery apps take up to 35 % And the customer isn’t even yours: you don’t have their contact. What the system would do: Direct orders on WhatsApp with your menu, for your regulars. The same questions about the menu and opening hours Is there a gluten-free option? When does the kitchen close? A hundred times a day. What the system would do: Your up-to-date menu lives in the assistant and answers instantly. Groups and events not answered in time Birthdays, company dinners, hen parties: they ask for a quote and book wherever replies first. What the system would do: Group menus, price per head and free dates in the same conversation. Monday to Thursday, an empty dining room Friday has a waiting list; Monday has nothing. What the system would do: Offers to people who already came and loved it, with plans for the quiet days. You host an event and few people come You post it on Instagram and hope. You have no way to tell your customers directly. What the system would do: A customer base with their preferences and personal messages for every event. Your Google rating drops and nobody replies Happy customers don’t write; angry ones do. What the system would do: A review request for every happy customer and an alert for every negative review within a day. Guests message you after you close At night and at weekends enquiries arrive and nobody answers. By the next morning they have booked or bought somewhere else. What the system would do: An AI assistant replies instantly, at any hour, and completes the booking or appointment. The same questions, twenty times a day Prices, opening hours, availability, directions. Hours of your team answering the same thing while the customer in front of them waits. What the system would do: Frequent questions are answered automatically and your team only steps in when it matters. They ask for a price and disappear Nobody sends the second message. Most sales close after several follow-ups, and almost nobody makes them. What the system would do: Friendly automatic follow-up: the customer gets a second and third message at the right moment. You reply late and they buy from a competitor The fastest reply wins, not the best business. An hour of waiting is already too late. What the system would do: Replies in seconds on WhatsApp, Instagram and your website, with the right information about your business. Everything goes through your phone If you are on holiday, ill or in a meeting, the business stops. Even your holidays are not holidays. What the system would do: Every conversation in one shared inbox: the team handles it and you see everything without being indispensable. An employee leaves and takes the contacts Years of customers saved on a personal WhatsApp walk out with them, sometimes to a competitor. What the system would do: Customers and their history live in the business system, not on anyone’s phone. You don’t know how many enquiries arrive or convert Without numbers you cannot tell what works, which ad sells or where customers slip away. What the system would do: A dashboard with enquiries, sales and the source of every customer, including your ads. Customers scattered across spreadsheets and notebooks Nobody can find anything and everyone notes it down their own way. Follow-up is impossible. What the system would do: One tidy customer database that updates itself with every conversation.
Ten messages to book one grooming slot Not at ten, better in the afternoon, fine but on Sunday… multiplied by every customer. What the system would do: Customers see free slots and book on their own, with a reminder. The appointment is at eleven and the dog doesn’t show An hour of your team lost, several times a week. What the system would do: A reminder the day before with a button to confirm or change; the slot goes to someone else. Nobody reminds them about the bath, vaccine or food Owners remember too late and buy wherever is closest. What the system would do: Automatic reminders on the right date, based on each pet’s profile. “Do you have it? How much is it?” all day long Your team searching the stockroom to answer on Instagram. What the system would do: An assistant connected to your catalogue: price and stock instantly and the order put aside. A customer moved online and nobody noticed They didn’t come one month, nor the next. You lost them in silence. What the system would do: The system detects when they should come back and messages them with their usual order. No profile for each pet Which cut did they have? Which food do they eat? Only one person knows. What the system would do: A profile per pet with breed, allergies, cuts and purchases, for the whole team. A full shop and WhatsApp that never stops You serve the person in front of you or the phone. You always lose one. What the system would do: The assistant handles WhatsApp and the team takes care of the shop. Competing with online shops without one Your customers order at eleven at night and get it tomorrow. What the system would do: WhatsApp orders at any hour for pickup or next-day delivery. Guests message you after you close At night and at weekends enquiries arrive and nobody answers. By the next morning they have booked or bought somewhere else. What the system would do: An AI assistant replies instantly, at any hour, and completes the booking or appointment. The same questions, twenty times a day Prices, opening hours, availability, directions. Hours of your team answering the same thing while the customer in front of them waits. What the system would do: Frequent questions are answered automatically and your team only steps in when it matters. They ask for a price and disappear Nobody sends the second message. Most sales close after several follow-ups, and almost nobody makes them. What the system would do: Friendly automatic follow-up: the customer gets a second and third message at the right moment. You reply late and they buy from a competitor The fastest reply wins, not the best business. An hour of waiting is already too late. What the system would do: Replies in seconds on WhatsApp, Instagram and your website, with the right information about your business. Everything goes through your phone If you are on holiday, ill or in a meeting, the business stops. Even your holidays are not holidays. What the system would do: Every conversation in one shared inbox: the team handles it and you see everything without being indispensable. An employee leaves and takes the contacts Years of customers saved on a personal WhatsApp walk out with them, sometimes to a competitor. What the system would do: Customers and their history live in the business system, not on anyone’s phone. You don’t know how many enquiries arrive or convert Without numbers you cannot tell what works, which ad sells or where customers slip away. What the system would do: A dashboard with enquiries, sales and the source of every customer, including your ads. Customers scattered across spreadsheets and notebooks Nobody can find anything and everyone notes it down their own way. Follow-up is impossible. What the system would do: One tidy customer database that updates itself with every conversation.
Portal leads go cold within hours Lead at 9 pm, reply at 10 am. By then they have spoken to three other agencies. What the system would do: A reply in seconds to every lead, at any hour, with a viewing proposal. Your agents waste mornings on window-shoppers Viewings with people who have no mortgage approval or real intent. What the system would do: Automatic qualification: budget, financing and timing before booking a viewing. The hard part isn’t selling: it’s winning listings Owners ask what their home is worth and, if nobody answers, sign with another agency. What the system would do: Owners are answered instantly, property details collected and a valuation booked. Your best agent leaves and takes the portfolio Buyers, owners and years of personal WhatsApp. What the system would do: Every lead, owner and conversation lives in the agency’s system. One call, maybe two… then the lead is forgotten A purchase takes months and nobody follows up that long. What the system would do: Automatic follow-up for months, with useful messages until they decide. Viewings where nobody turns up Twenty minutes at the door and nobody arrives. What the system would do: Confirmation on the day of the viewing with the address and a button to reschedule. You can’t see what each agent does Ten agents, hundreds of leads and nobody knows who replied to whom. What the system would do: A dashboard per agent with leads, viewings and alerts for unanswered clients. Saturday, when people search most, your agency is closed Weekend messages get answered on Monday. What the system would do: The assistant works the weekend, sends listings and books Monday viewings. Guests message you after you close At night and at weekends enquiries arrive and nobody answers. By the next morning they have booked or bought somewhere else. What the system would do: An AI assistant replies instantly, at any hour, and completes the booking or appointment. The same questions, twenty times a day Prices, opening hours, availability, directions. Hours of your team answering the same thing while the customer in front of them waits. What the system would do: Frequent questions are answered automatically and your team only steps in when it matters. They ask for a price and disappear Nobody sends the second message. Most sales close after several follow-ups, and almost nobody makes them. What the system would do: Friendly automatic follow-up: the customer gets a second and third message at the right moment. You reply late and they buy from a competitor The fastest reply wins, not the best business. An hour of waiting is already too late. What the system would do: Replies in seconds on WhatsApp, Instagram and your website, with the right information about your business. Everything goes through your phone If you are on holiday, ill or in a meeting, the business stops. Even your holidays are not holidays. What the system would do: Every conversation in one shared inbox: the team handles it and you see everything without being indispensable. An employee leaves and takes the contacts Years of customers saved on a personal WhatsApp walk out with them, sometimes to a competitor. What the system would do: Customers and their history live in the business system, not on anyone’s phone. You don’t know how many enquiries arrive or convert Without numbers you cannot tell what works, which ad sells or where customers slip away. What the system would do: A dashboard with enquiries, sales and the source of every customer, including your ads. Customers scattered across spreadsheets and notebooks Nobody can find anything and everyone notes it down their own way. Follow-up is impossible. What the system would do: One tidy customer database that updates itself with every conversation.