A checked-in guest, an off-duty butler, a just-checked-out guest, and a guest messaging days after their stay ended all need a reply — and none of them need the same one. Butler AI sends the right WhatsApp message automatically, triggered by the actual hotel event, not by someone remembering to type it.
Four events. One stay covered.
Instant Messages are WhatsApp templates that fire on real hotel events, not a schedule someone maintains: a check-in greeting when a guest registers, an out-of-office reply when their butler is off duty, a checkout message the moment their stay status changes, and a stay-ended fallback if they write back more than 24 hours after checking out. All four are always on — the settings panel shows them "Sending" by default.
Just after the QR — welcome lands on WhatsApp
The moment a guest checks in — through the QR flow or otherwise — they get a personal welcome naming their actual butler: "Welcome to Alpine Peak, Sofia! Your butler Carlos is ready to help during your stay." It's not a generic auto-reply; it sets the expectation that a specific person is looking after them, sent the instant registration completes.
Butler off duty — guests still get help
When Carlos toggles himself off duty and a guest messages anyway — "Quick question, is the spa open tonight?" — they don't get silence or a delayed reply the next morning. They get an immediate, honest answer: "Carlos is currently off duty. For immediate help, please dial 0 for the front desk." No guest is left wondering if their message went through.
Stay ends — goodbye sends itself
The moment a guest's status flips to checked out, they get a warm sign-off automatically: "Thanks for staying with us, Sofia. Safe travels — we hope to welcome you back soon." It's a small thing that's easy to forget to send manually across dozens of checkouts a day; here it never gets skipped.
More than 24 hours after checkout
Guests do write back after they've left — "Hi, can someone send the receipt again?" — and Butler AI is honest about what it can and can't do at that point: a stay-ended message explains the chat can no longer help and points them toward the front desk, rather than either going silent or generating an answer it isn't equipped to give post-stay.
Right message, right moment, at every one of the four points where a stay naturally hands off — arrival, an off-duty gap, departure, and after the fact. None of it depends on a staff member remembering to type the right thing at the right time. See how it covers a full stay at heybutler.io.