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AI agent for receptionists

Business Travel Booking Agent

Trips booked correctly and within policy with little back and forth

SchedulingCustomer support
See how it worksGet access
Business Travel Booking Agent: what goes in, what the agent does and what you get

What it does

Booking business travel means juggling meeting times, policy limits and preferences, and small mistakes like a wrong return date are costly. When a staff member asks for travel, this agent collects the dates, destinations, meetings and preferences. It searches flights, trains and hotels, filters by the travel policy limits and preferred vendors, and builds two or three options with the total cost. It checks each option: times fit the meetings, the hotel is near the venue, and the total is within policy. Options that fail are replaced. The traveler picks one, and the receptionist approves before booking. After booking, it checks that every confirmation matches the request and fixes any mismatch. Edge case: if no option fits policy, it prepares an exception request with the reason.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Travel request received 2 DOES Confirm dates, places and meeting times 3 USES A TOOL Search transport and hotels 4 CHECKS THE RESULT Do options fit meeting times and policy limits? If not: search again with nearby times or hotels, ordraft a policy exception. Back to step 3. 5 DOES Traveler picks an option 6 YOU APPROVE Receptionist approves before booking 7 USES A TOOL Book and check confirmations against the request 8 RESULT Itinerary sent to traveler
Read the steps as a list
  1. Travel request received
  2. Confirm dates, places and meeting times
  3. Search transport and hotels
  4. Do options fit meeting times and policy limits?If not: search again with nearby times or hotels, or draft a policy exception. Back to step 3.
  5. Traveler picks an option
  6. Receptionist approves before bookingThe agent waits here for your OK.
  7. Book and check confirmations against the request
  8. Itinerary sent to traveler

How it decides

It ranks options by fit with the meeting schedule, then by cost within policy.

  • Arrive at least two hours before the first meeting
  • Hotels within policy rate and 3 km of the venue
  • Out-of-policy needs an exception

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Policy limits
  • Preferred vendors
  • Number of options
  • Distance from venue

What keeps you in control

It always asks you first

  • Booking
  • Policy exceptions

Hard limits

  • Never pays outside the booking tool
  • Never books without approval

It stops when

  • Done: itinerary confirmed
  • Stop: trip cancelled

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor a Boston trip on May 20 to 22, every hotel near the venue was over the $250 limit because of a conference. The policy check failed, so the agent searched within 5 km and found one at $239 with a short train ride. The receptionist approved the booking. The confirmation check then caught a return flight on the wrong day, which the agent fixed.

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