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Tech · Hotel AI Readiness Check

Roles and activities

Eight hotel functions, each with four activity ideas, suggested participants, possible sources and what to watch for.

Using the role guide

Consider every function, including work you may want to improve.

Each item below is selectable in the assessment and readable in this guide. Activities are candidates to explore. Check usefulness, feasibility and consequences locally. Suggested people and sources must be confirmed.

Consider work already using AI and work you may want to improve. Selecting a function does not mean every employee needs an AI account.

Consider every hotel function. Provide skills, access and support according to people's part in the work, not simply their job title.

Eight functions · 32 activity ideas

Functions and activity ideas

Activities MGT1 to MGT4

Management & operations

  1. MGT1

    Prepare management briefings from approved operational information.

  2. MGT2

    Draft summaries and commentary on supplied management reports.

  3. MGT3

    Compare options using supplied information and agreed criteria.

  4. MGT4

    Summarise recurring operational issues for management review.

Suggested participants
Managers and report preparers use AI; the responsible manager checks it; departmental teams receive or act on the findings.
Possible sources
Approved reports, meeting notes, operating procedures and issue logs.
Watch for
Unsupported causal explanations, incorrect figures and disclosure of confidential business information. Draft commentary is not verified analysis merely because it reads well.

Activities SAL1 to SAL4

Sales, marketing & events

  1. SAL1

    Draft proposals from approved packages, prices and terms.

  2. SAL2

    Adapt approved marketing content for different audiences or channels.

  3. SAL3

    Prepare enquiry follow-ups and sales correspondence.

  4. SAL4

    Turn event requirements into an internal delivery brief.

Suggested participants
Sales, marketing or events staff use AI; the responsible manager approves claims and commitments; operational teams deliver the agreed service.
Possible sources
Property facts, brand guidance, packages, enquiry information and approved terms.
Watch for
Invented availability, unapproved discounts, unsupported claims, use of protected content, and promises operations cannot fulfil. Assess drafting separately from authorising or sending commitments.

Activities REV1 to REV4

Revenue & reservations

  1. REV1

    Prepare summaries of bookings, pickup or demand information.

  2. REV2

    Draft responses to reservation enquiries.

  3. REV3

    Prepare commentary on changes in approved performance reports.

  4. REV4

    Compare booking patterns using approved records and definitions.

Suggested participants
Revenue analysts or reservations staff use AI; the responsible revenue/reservations manager reviews it; commercial and operational teams receive the findings.
Possible sources
Reservations, approved rate information and revenue reports.
Watch for
Guest information, inconsistent revenue definitions, dates and currencies. Explaining a rate recommendation is different from allowing a tool to publish it.

Activities FO1 to FO4

Front office & guest services

  1. FO1

    Find approved property information while assisting guests.

  2. FO2

    Draft replies to common guest questions.

  3. FO3

    Assist with routine translation and guest communication.

  4. FO4

    Summarise shift handovers and outstanding service matters.

Suggested participants
Participating front-office or guest-service staff use AI; duty managers or designated staff oversee it; guests and teams taking over a shift are affected.
Possible sources
Property facts, current policies, approved FAQs and permitted handover information.
Watch for
Confidential guest details, unsupported promises, translation misunderstandings and exclusion of night/weekend shifts. Direct guest-facing service needs additional checks beyond staff-reviewed drafting.

Activities HK1 to HK4

Housekeeping

  1. HK1

    Supervisors prepare briefings or training materials from approved procedures.

  2. HK2

    Supervisors translate routine briefings for attendants.

  3. HK3

    Attendants find approved procedures through an AI-enabled tool.

  4. HK4

    Attendants turn observations into structured maintenance or service reports.

Suggested participants
For HK1 and HK2, supervisors are direct users and attendants receive checked materials. For HK3 and HK4, attendants are direct users; supervisors review or supervise the work. The head housekeeper or designated supervisor provides oversight.
Possible sources
Approved procedures, routine briefings and permitted issue reports.
Watch for
Device availability, working languages, time to use the tool, guest details or belongings in reports, and safety-critical instructions. AI should not be treated as an independent authority for chemical or emergency instructions.

Activities ENG1 to ENG4

Engineering & maintenance

  1. ENG1

    Find approved equipment manuals and maintenance information.

  2. ENG2

    Turn fault observations into structured reports.

  3. ENG3

    Summarise maintenance history and recurring issues.

  4. ENG4

    Prepare work-status updates and shift handovers.

Suggested participants
Technicians or supervisors use AI; a qualified responsible person checks technical conclusions; operations and affected departments receive the updates.
Possible sources
Approved manuals, work orders, equipment records and maintenance history.
Watch for
Wrong equipment versions, unverified repair instructions and physical-safety consequences. Finding a source is not the same as validating a repair procedure.

Activities FB1 to FB4

Food & beverage

  1. FB1

    Prepare service briefings from approved operating information.

  2. FB2

    Adapt approved menu descriptions for different channels or languages.

  3. FB3

    Summarise guest feedback for operational review.

  4. FB4

    Prepare staff-training materials from approved procedures.

Suggested participants
Managers, chefs or designated service staff use AI; authorised managers/chefs review the relevant content; service teams and guests receive it.
Possible sources
Approved menus, recipes, service procedures and permitted feedback.
Watch for
Invented ingredients, allergen information or dietary assurances. Safety-critical claims require authoritative information and appropriately qualified checks.

Activities SUP1 to SUP4

Finance, HR & procurement

  1. SUP1

    Draft commentary on approved financial or administrative reports.

  2. SUP2

    Compare supplier proposals against agreed criteria.

  3. SUP3

    Prepare onboarding materials from approved information.

  4. SUP4

    Help staff find approved internal policies.

Suggested participants
Finance, HR or procurement staff use AI; the accountable functional lead reviews the work; employees, managers or suppliers may be affected.
Possible sources
Approved reports, supplier proposals, onboarding information and current policies.
Watch for
Employee and payment information, financial accuracy and decisions affecting people. Administrative support should not be silently expanded into hiring, disciplinary or payment authority.

Beyond the catalogue

Custom functions and activities

The assessment offers Add another activity within every function and Add another function alongside the catalogue. Examples might include spa, recreation or security, but none is required.

Custom items have the same fields, confirmation process, applicability flags and visibility as catalogue items. Your wording is preserved, can be edited or deleted, and is included in scope summaries and exports. Safety, necessary accounts or system access are not inferred from free text alone.

Describe the task, not individual cases. Do not enter guest names, booking details, passwords or confidential records.

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