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We automated replies we used to check one by one, saving us enormous amounts of time.

About the company

Aston Rentals manages tourist apartments in Bilbao, handling a high volume of arrival inquiries, key questions, instructions, and stay coordination.
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Channels

WhatsApp / Email

Messages

+1,000

Context

Aston Rentals operates a portfolio of tourist accommodations in Bilbao. Their daily operations depend on precisely managing guest arrivals, coordinating check-ins and check-outs, validating identities and deposits, and providing assistance like concierge services or transfer bookings. The team needed to maintain continuous communication with travelers across different time zones and with varied needs.

Problem

Booking and stay confirmations and changes

High volume of manual tasks requiring constant attention.

Arrival and departure time coordination

Coordinating schedules across different time zones.

Access instructions, keys, and house rules

Repetitive information delivery consuming team time.

Identity and deposit verification

Manual verification processes causing delays.

Frequent concierge requests

Recommendations and services requiring personalized attention.

Transfer arrangements with external providers

Coordination with third-party services.

Solution with GuruSup

1

AI agents integrated with PMS

GS deploys hospitality-focused AI agents integrated with the PMS and digital check-in system.

2

Automated confirmations and changes

Automate confirmations, booking changes, arrival and departure coordination, access instructions, and identity and deposit verification.

3

Instant actions execution

Share access codes, send entry instructions, validate documents, adjust schedules, and handle standard concierge requests.

4

Transfer organization

Organize transfers with the corresponding provider, confirming pickup, address, and time.

5

Smart escalation

Only escalate cases involving damages, serious incidents, or overloads.

Results

  • •Check-ins no longer interrupt the team.
  • •Guests receive everything on time and without confusion.
  • •Hours of operational capacity gained each week.
  • •Seamless, consistent experience for all guests.

"Check-ins no longer interrupt the team. Guests receive everything on time and without confusion, and we gain hours of operational capacity each week."

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