Booking
The moment the booking is confirmed, out goes the message with the check-in time, the address and where the car can go.
Hotels and stays
The guest arriving at 23:00 gets an answer, even with the desk closed
One guest asks where to leave the car, the next whether the room is ready early. Those messages land on one number, and what you explain again before every arrival goes out on its own.
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HD
Hotel De Roskam
Today
Hi, we're coming Saturday but won't be in town until around 23:00. Can we still check in then?
Automated
You can. The desk closes at 22:00, after that your key is in the box to the left of the entrance. You'll get the code Saturday at 12:00.
And the car? It'll be there all weekend.
Send me the plate and I'll put you on the list for the garage around the corner. You settle it when you leave.
How it goes today
Where the front desk loses its hours
- The same check-in-time question before every arrival, usually by phone while somebody is waiting at the desk.
- Messages arrive through the booking platform, through email, and on the personal number of whoever was on shift.
- After 22:00 the phone goes to voicemail, so the guest standing at a locked door calls the emergency line.
- The review request goes out by email a week later, when the guest is long since home.
Your guest's journey
From the booking to the review
Before arrival
The day before, you ask what time they expect to arrive, so the desk knows who is coming in late.
Check-in
The guest checks in through the conversation and gets the room number and wifi code back, without queuing at the desk.
During the stay
A request for extra towels or a dinner tip lands in the same conversation, the late shift included.
After check-out
The review request goes out while the stay is still fresh, with the link to your Google page in it.
What hotels do with it
Situations from an ordinary weekend
Late arrival
The guest says what time to expect them and gets the key box code at the right moment.
Early check-in
As soon as housekeeping is done, the guest hears it in the conversation instead of calling three times.
Late check-out
A later check-out or a bigger room is one message during the stay.
Reviews after leaving
If something went wrong, you hear it in the conversation before the guest starts typing elsewhere.
Something broken in the room
A leaking shower or an empty minibar gets reported with a photo attached.
Answering as a whole team
Front desk, housekeeping and the owner work in the same inbox and see who picked up a conversation.
In practice
A hotel in its own words
We mainly use Tobachat to collect reviews, and for us that's been exactly what we needed. We don't have to think about it and still get plenty of feedback. The system is smart: guests who are less satisfied reach us before they write anything online. For happy guests, leaving a review takes almost no effort, and in our industry that's worth a lot.
Integrations
What your booking system passes on
Your property system or channel manager passes a confirmed booking to Zapier or to a webhook. From there the flow picks it up and sends the arrival details at the moment you set. Messaging a guest first is only allowed once they have given permission, so ask for it at the booking. If your property system or channel manager can do neither, let us know. We build the connection to the system you already use.
Price
What it costs
Automation and integrations are part of the Groei plan. Meta charges separately per conversation you start. Replies to a guest question within 24 hours are free today, and from 1 October 2026 the first 1,000 per number each month.
Frequently asked questions
About WhatsApp for your hotel
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