Majestic Resorts × Butler AI

Staff & Guest Training Guide

Everything your team needs to get up and running with Butler AI — video walkthroughs, testing checklists, and answers to the most common operational questions.

Jump to your role

🤵

Butler Training Guide

Install the app, handle guest chats & calls, use your personal QR, and verify your setup before your first shift.

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📋

Ops Manager Training Guide

Invite staff, assign guests to butlers, manage QR codes, configure notifications, and oversee the operation daily.

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01 — Video Training

Watch before you start

Short walkthroughs covering every key part of the Butler AI platform.

Manager

Adding New Staff — Invitation & Account Setup

How to invite staff via email, what the invitation looks like, how staff create their account, and the manager approval flow.

Staff InvitationInvitation EmailMaking the AccountAccount Approval

Manager

Butler Assignment to Guest — Ops Manager View

How an ops manager assigns or reassigns a guest to a specific butler, and how workloads are balanced across the team.

Guest assignmentWorkload rebalancingManager controls

All Staff

Guest Calling the Butler — From the Butler Web App

How a guest initiates a voice call from the Butler web app, what the butler sees and hears, and how to respond correctly.

Guest-initiated callButler call alertCall handling

Butler

Butler Chat — Replying to Guests with AI Suggestions

How a butler opens a guest chat, sees pending messages, and uses AI-powered reply suggestions to respond quickly and accurately.

Chat viewAI reply suggestionsGuest messaging

Butler

Notifications — Triggers & Delivery

When and why notifications are sent, which channels are used (push, email, in-app), and how butlers stay on top of incoming requests.

All Staff

Install Butler AI as an App on Your iPhone

Step-by-step: open Butler AI in Safari, tap Share → Add to Home Screen → Add. Works on iPhone and iPad — no App Store needed.

iPhone installAdd to Home ScreenPWASafari

🎬

Two types of QR code — know the difference

There are two ways a guest can connect via QR. Each works differently — use the right one for the right situation.

🏨

Hotel QR Code

Guest registers, then an Ops Manager assigns a butler manually. Best for front desk, rooms, and printed collateral.

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Butler's Personal QR

Guest is auto-assigned directly to that butler — no ops manager action needed. Best for poolside and dining introductions.

Hotel QR Code — Generic

Scan to register as a guest

Guest registers and enters the system — but a butler is not yet assigned. The Ops Manager must assign a butler from the dashboard.

Print and place at front desk, rooms, pool, and dining areas.

Where to find QR codes in the dashboard

Go to Sidebar → Common → Settings

Select the QR Codes tab

🤵

Butler's Personal QR — auto-assignment

Every butler has their own unique QR code, accessible from the home screen of the butler app. When a guest scans a butler's personal QR, they are immediately and automatically assigned to that butler — the Ops Manager does not need to do anything.

Butlers should show or print their personal QR for poolside introductions, dining, and any direct guest contact moment.

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Tip: Each hotel property has its own unique QR code. You can download, print, or share it as an image directly from the QR Codes tab.

Guests who scan either code are taken to a registration page — no app download required. Once registered, they can message their butler directly.

📋03 — Ops Manager

How the Ops Manager runs the operation

From morning setup to live oversight — what managers do, when, and what they see on screen.

One-time

Invite Staff

Email invite + approval

Setup Alerts

Notifications + install PWA

✅ Verify

Run the checklist

Daily

Assign Guests

Match guests → butlers

Monitor Live

Workloads & open requests

Reassign

Rebalance as needed

1
Invite staff & approve accounts
Before the system goes live, invite each butler and ops manager by email. New accounts wait for manager approval before they can log in.
Watch: Staff Invitation & Approval
Invite email → account creation → manager approval flow
2
Assign guests to butlers each morning
Open the Operations Dashboard to see all checked-in guests. Drag or select to assign each guest to the right butler based on floor, wing, or workload. Reassign at any time during the day — chat history follows the guest.
Butler Assignment view — all checked-in guests listed with their current assigned butler. Click any row to reassign.
Watch: Butler Assignment Walkthrough
Assigning, reassigning, and balancing workloads
3
Monitor team availability and open requests
Throughout the day, check who is online, which butlers have unread messages, and if any requests are approaching the escalation threshold. The dashboard refreshes in real time — no need to reload.
4
Configure notification settings & install the app
Ensure escalation alerts are routed to the right managers. Walk each staff member through enabling push notifications and installing the web app to their home screen — this is the single most important setup step.
Notification Settings
Configure alerts per event type and test them live
Install to Home Screen
iOS, Android & desktop — built-in install guide for all platforms
5
Verify everything is running correctly
Run through this checklist to confirm the setup is complete and the team is ready to handle live guests.
Manager verification checklist
1. 1Log in and navigate to the Operations Dashboard. Verify you can see all active guests, open requests, and butler workloads at a glance.
2. 2Open the Butler Team panel. Confirm each team member is listed with their current status (online / offline / busy).
3. 3Manually reassign a test guest from one butler to another using the assignment controls. Confirm the reassigned butler receives the chat history.
4. 4Verify the notification settings for escalations — confirm you receive an alert when a request goes unanswered beyond the threshold.
5. 5Review the Schedule tab. Confirm shift times are correct and coverage gaps are flagged before they occur.
6. 6Check that PMS-synced guest data (room number, check-in/out dates) is visible and refreshed correctly.
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Check the ops dashboard first thing in the morning to get a clear picture of overnight activity and open requests.

🤵04 — Butler

How a Butler works their shift

One-time

Install App

Home screen + notifications

Enable Alerts

Allow push notifications

✅ Verify

Run the checklist

Daily

Check Guests

My Guests at shift start

Share QR

Connect guests directly

Respond

Messages & calls

1
Install the app & enable notifications before your first shift
Log in at heybutler.io/staff-login from your phone. Install it to your home screen (your manager will walk you through this) and allow push notifications when prompted. This ensures you receive call alerts and message notifications even when your phone is locked.
Watch: Install Butler AI on Your iPhone
Safari → Share → Add to Home Screen → Add
📱 How to install on iPhone / iPad
1. 1Open Butler AI in Safari on your iPhone or iPad
2. 2Tap the Share button (square with arrow ↑) at the bottom of the screen
3. 3Scroll down and tap Add to Home Screen
4. 4Tap Add in the top-right corner to confirm
The Butler AI icon will appear on your home screen — opens like a native app.
2
Check your assigned guests at the start of each shift
Open My Guests to see who has been assigned to you for the day. You can filter by date to prepare for upcoming arrivals. Tap any guest to open their chat thread.
My Guests list
Home dashboard
3
Share your personal QR code with guests at check-in
Every butler has a unique QR code. Show it on your phone or print it for your section. When a guest scans it, they are connected directly to you — no front desk needed. Ideal for poolside and dining introductions.
Your personal QR
4
Respond to messages and answer incoming calls
When a guest sends a message or calls, you receive a push notification — even with the screen locked. Calls ring with a full-screen alert. Tap to answer. Message threads stay organised per guest so you never lose context mid-shift.
Watch: Guest Calling the Butler
What the call alert looks like and how to respond
Incoming call screen
5
Verify your setup is working
Run through this checklist before your first live shift to confirm notifications, calls, and guest assignment are all working correctly.
Butler verification checklist
1. 1Log in to your Butler AI account at heybutler.io/staff-login. If you have not received a login invite, contact your manager.
2. 2Check your assigned guests under My Guests. You should see any guests who have been matched to you.
3. 3Ask a colleague to send a test message as a guest. Confirm the message appears in your chat list and you receive a push notification.
4. 4Reply to the test message. Confirm the guest sees your reply immediately.
5. 5Test the incoming call flow: ask the guest to tap the call button and confirm the call alert appears on your device.
6. 6Mark the test request as resolved and confirm the status updates correctly.
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Enable push notifications and keep the web app open in a pinned tab during your shift for fastest response times.

05 — Common Questions

How the system works

Answers to the most frequently asked operational questions.

06 — What's Coming

On our roadmap for Majestic

Features we are actively considering based on your feedback.

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Dedicated Mobile App

Native iOS and Android app for butlers and managers with push notification improvements.

🔖

QR Code per Butler

Each butler gets a personal QR code so guests can connect directly — ideal for poolside and dining scenarios.

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WhatsApp Group Sharing

Add a guest's room to an existing WhatsApp group, allowing the butler to share the full conversation context with the team.

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Real-time PMS Push Sync

Move from polling to event-driven PMS updates so room and guest changes are reflected instantly.

Need help? Reach out to the Butler AI team.

We're available to support your team during rollout.

Contact Support