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AI agent for restaurant managers

Guest Complaint Recovery Agent

Every complaint answered within a day and repeat issues fixed

Customer serviceCommunicationOperationsHospitality and eventsManagementCustomer support
See how it worksGet access
Guest Complaint Recovery Agent: what goes in, what the agent does and what you get

What it does

Guests complain on review sites, by email and at the table, and each one needs a reply and a fix. Each day this agent collects new complaints and reviews, matches each to the date, shift and order where possible, and sorts them by issue: wait time, food quality, staff or cleanliness. A review mentioning illness goes straight to the manager and is never answered automatically. For the rest it drafts a reply that fits the issue and suggests a recovery offer within your limits. It checks whether the same issue came up several times that week and raises it as a pattern. Later it confirms each complaint got a reply and a follow-up. The manager approves every reply and offer.

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
ApprovedYes, continueNo 1 STARTS WHEN Daily complaint check 2 USES A TOOL Collect new reviews and complaints 3 USES A TOOL Match each to date, shift and order 4 DOES Sort by issue and draft replies and offers 5 YOU APPROVE Manager approves replies and offers 6 USES A TOOL Track replies sent and guest responses 7 CHECKS THE RESULT Has every complaint been answered and logged? If not: redraft for the missing ones and send to themanager again. Back to step 4. 8 DOES Flag repeat issues for the weekly meeting 9 RESULT Complaint log with patterns
Read the steps as a list
  1. Daily complaint check
  2. Collect new reviews and complaints
  3. Match each to date, shift and order
  4. Sort by issue and draft replies and offers
  5. Manager approves replies and offersThe agent waits here for your OK.
  6. Track replies sent and guest responses
  7. Has every complaint been answered and logged?If not: redraft for the missing ones and send to the manager again. Back to step 4.
  8. Flag repeat issues for the weekly meeting
  9. Complaint log with patterns

How it decides

It sorts complaints by issue and flags a pattern when the same issue appears three or more times in a week.

  • Illness or safety complaints go straight to the manager
  • Three of the same issue in a week is a pattern
  • Offers stay within the set limit

Make it yours

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

  • Offer limits
  • Issue categories
  • Reply tone
  • Pattern threshold

What keeps you in control

It always asks you first

  • Posting replies
  • Giving refunds or vouchers

Hard limits

  • Never posts without approval
  • Never discusses guest health details online

It stops when

  • Done: all complaints answered
  • Stop: legal threat; hand to owner

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 happensIn one week five reviews mentioned slow Friday service. The agent matched them to the 7 to 9 pm slot when two servers were out. It drafted apologies with a 15 dollar voucher. Its reply check failed for one review left unanswered after 48 hours, so it resurfaced it. It flagged the pattern, and the manager approved the replies and added a server on Fridays.

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