Dietary Preference Capture
- 1Booking is confirmed in the calendar
- 2System sends a welcome text with a link to a preference form
- 3Guest submits allergy and arrival information
- 4Data is automatically pinned to the internal guest profile
Systems for Innkeepers
Elevated Guest Experiences for Historic Stays and Inns
A bed and breakfast earns its income through room occupancy and high margin add-ons like breakfast packages or local tours. Profit leaks occur when inquiry response times are slow or when manual coordination of dietary needs and check-in times leads to operational friction.
Hospitality & Travel
- AI Guest Receptionist
- Pre-Stay Intake Portals
- Amenity Upsell Campaigns
- Automated Review Requests
- Digital Concierge Texting
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
Potential guests reach out via the website or social media to ask about specific room features or dates.
- 02
Confirmation
The guest secures their stay with a deposit and receives formal confirmation and house rules.
- 03
Pre-Arrival
Information regarding breakfast preferences, dietary restrictions, and estimated arrival times is collected.
- 04
Check-in
Guests arrive and are provided with access codes, physical keys, and a tour of the common areas.
- 05
The Stay
Managing daily breakfast service, room refreshes, and local recommendations to ensure a premium experience.
- 06
Check-out
Final payments for extras are processed and the guest departs the property.
- 07
Retention
Sending personalized invitations for return visits based on the anniversary of their last stay.
Where it leaks
Common problems for bed and breakfasts.
01
Response Lag
Travelers often inquire at multiple properties simultaneously and choose the first to respond professionally. If an innkeeper is busy with turn-over and misses a call, that guest is likely lost to a competitor.
02
Dietary Errors
Managing breakfast allergies and preferences through scattered emails or paper notes leads to service mistakes. These errors negatively impact the guest experience and can lead to poor online reviews.
03
Manual Check-ins
Coordinating arrival times manually requires constant back and forth communication. Without a structured system, staff may be waiting for hours for a late arrival or guests may be left waiting at the door.
04
Review Neglect
Independent inns rely heavily on travel site ratings but often forget to ask for reviews while the guest is happy. This leads to a low volume of fresh feedback which hurts search visibility.
05
Missed Upsells
Offering amenity baskets, late check-outs, or local wine packages requires proactive outreach. Without automation, these high-margin opportunities are rarely presented to the guest before they arrive.
What LATTICE can build
Systems built around how you work.
AI Guest Receptionist
Handle common questions about check-in times, parking, and pet policies via text or voice when you are occupied with morning service.
Pre-Stay Intake Portals
Automated forms sent 48 hours before arrival to capture dietary restrictions, pillow preferences, and estimated time of arrival.
Amenity Upsell Campaigns
Email and SMS sequences that offer room upgrades or breakfast add-ons to guests in the days leading up to their visit.
Automated Review Requests
A system that triggers a personalized thank-you and a link to review sites exactly two hours after the scheduled check-out time.
Digital Concierge Texting
A two-way communication channel that allows guests to request extra towels or local dining tips directly from their mobile phones.
Direct Booking Reactivation
Regular outreach to past guests offering a direct-booking discount for their next stay to reduce reliance on third-party travel platforms.
Example systems
What it looks like in practice.
Late Arrival Coordination
- 1Guest indicates an arrival after 7:00 PM on the intake form
- 2System triggers a secure text with the keypad entry code
- 3A digital map of the property and parking instructions is sent via SMS
- 4Innkeeper receives a notification that the guest has self-checked in
Anniversary Return Invite
- 1One year passes since the guest's initial check-in date
- 2System sends a personalized email mentioning their favorite room
- 3A unique direct-booking link is provided to bypass travel site fees
- 4Guest books a return stay automatically
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from bed and breakfasts
Can I still provide a personal touch if I use automation?
Yes. The goal is to automate the repetitive administrative tasks like collecting arrival times so you have more time to focus on face-to-face hospitality and high-quality breakfast service.
How does this help me get more direct bookings?
By using a professional CRM to maintain your own guest list, you can market directly to past visitors. This allows you to offer them better rates while avoiding the high commissions charged by large travel booking engines.
Will my older guests be able to use these systems?
The tools are designed to be as simple as responding to a standard text message or clicking a link in an email. No app downloads or complex logins are required for your guests to communicate with you.
Can I manage multiple properties or cottage locations from one place?
Yes. Our dashboards allow you to oversee communication and guest data for various rooms or separate buildings from a single centralized interface.
Does this replace my existing reservation software?
It complements your booking engine by handling the guest relationship, communication, and marketing workflows that standard reservation calendars often lack.