What is the best way to handle guest requests for tours?

Tour operators field the same questions daily: meeting points, schedules, dress codes. An AI agent trained on your own documentation can answer those instantly, in your brand voice. Instead of pulling your team away, the agent handles routine requests about weather policies, age limits, or packing lists, freeing your staff for higher-value tasks.

When a guest asks, "Can we add a private pickup?" or "We're celebrating an anniversary," generic replies fall short. Custom actions let the agent collect essential details right inside the chat: dietary restrictions, mobility needs, room preferences. The collected information flows directly into your booking system or task list, so nothing gets lost between the first inquiry and the tour date.

Not every request can be automated. A shared inbox connects your AI agent and your human team on the same conversation thread. When a guest needs a custom itinerary or a last-minute change, an operator can take over with full conversation history and context. There is no repeating information, and the guest never feels handed off.

Recurring guests expect you to remember them. As requests come in, tag conversations by preference type – dietary, accessibility, favorite guide. Over time, those tags give everyone on your team fast access to what each guest valued. You turn one-time requests into lasting relationships without a separate CRM.

How to handle special requests for tours?
Set up an AI agent to collect details via custom actions during the initial conversation. For anything beyond what automation can resolve, the shared inbox hands the full thread – including the collected details – to a team member who can coordinate directly with the guest. This keeps the experience personal while capturing every request.

What is the best way to manage guest preferences?
Train your AI agent on your service standards and use conversation tagging to mark recurring preferences (e.g., window seat, gluten-free meal). Your shared inbox gives every operator a unified view of past interactions, so you can reference a guest's preferences without hunting through emails or notes.

How to accommodate dietary restrictions for tours?
Use a custom action to ask about dietary needs early in the booking flow. The agent can confirm whether your included meals can be adapted or let the guest know about alternatives. All responses are visible in the shared inbox, so kitchen staff and guides stay informed long before the tour departs.