Hospitality Group Enquiry
From group request to booking confirmation with property routing, availability check and PMS integration. This is a reference workflow pattern — NorthFlow starts with the workflow that matters inside your business.
Current flow
A hotel group receives a group enquiry for an event, corporate retreat or wedding. The request comes through email, website form or phone. A reservations team member reviews the enquiry, checks availability across properties, calculates pricing, prepares a proposal, and follows up. Response time varies by team capacity, and enquiries can slip through when volume spikes. Multiple properties lack a unified view of availability and pricing.
Enquiries arrive through multiple channels with inconsistent formatting. Availability lives in separate PMS systems for each property with no unified view. Pricing depends on group size, dates, room types and seasonal factors. Follow-up coordination across properties and revenue management adds complexity.
Target flow
An AI-enabled workflow that captures group requirements, checks availability across properties, calculates pricing, generates a proposal, routes to the appropriate property for confirmation, and integrates with the PMS for booking.
Guest submits group size, dates, budget, event type and preferences through web form, email or phone. AI extracts and structures the requirements.
AI queries PMS systems across properties, filters by group size, dates and room requirements, and returns available options with pricing.
AI packages availability into group options with room blocks, pricing, inclusions and terms, and prepares a draft proposal for revenue team review.
Revenue team reviews the proposal, routes to the appropriate property for confirmation, and the system integrates with the PMS to create the booking once approved.
Existing systems
Property PMS systems, channel managers, revenue management tools and booking engines remain in place. NorthFlow adds a workflow layer that connects these systems without replacing commercial judgment.
NorthFlow layer
PMS API orchestration, availability query, pricing calculation, proposal generation, property routing logic, and booking integration. Revenue decisions and property relationships remain with the team.
Production controls
AI can check availability and generate proposals but cannot confirm bookings without approval. All proposals are reviewed by the revenue team before sending. Team can override pricing or property selection. Every action is logged for audit. Unusual requests or pricing exceptions escalate to a person.
AI Sales Concierge
This is an interactive demonstration using synthetic business data, not a completed client deployment.
- What this demonstrates
- An AI sales representative that searches inventory, compares options, captures guest preferences and proposes booking requests with human approval.
- Which part of the workflow it maps to
- The inventory search, option comparison and booking proposal stages of the hospitality group enquiry workflow.
- What would change in production
- The demo uses synthetic inventory data. In production, the AI would connect to your PMS systems, channel managers and booking engines with proper authentication and rate limits.
Evaluate before building
Custom engineering creates value when the workflow is important, repeatable, and has a clear return on investment. Consider alternatives when:
- Group enquiry volume is too low to justify automation
- PMS APIs are not available or reliable
- Availability data is too fragmented across properties
- Pricing logic is too context-dependent for standardization
- Existing PMS or booking tools already handle the workflow adequately
If off-the-shelf software, spreadsheets, or existing tools can handle the workflow adequately, start there. Build custom software when the gap between what exists and what you need is material and measurable.
Who should build this
Hotel groups, resort operators and hospitality businesses with multiple properties, PMS API access, and a clear need to improve group enquiry response time and conversion.