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AI agent for receptionists

Meeting Room and Catering Booking Agent

Give every request a suitable room and place catering orders that match the final numbers.

SchedulingCustomer supportHospitality and eventsOperations
See how it worksGet access
Meeting Room and Catering Booking Agent: what goes in, what the agent does and what you get

What it does

Two teams show up for the same boardroom, and the lunch for 18 people arrives for an event that moved to the next day. This agent reads incoming room requests, checks availability and equipment such as a screen or video link, and proposes a booking that fits the number of people. If the request includes food, it prepares the catering order with headcount, dietary needs and timing. After the receptionist approves the booking, it adds it to the calendar and places the order only after approval. Before the catering deadline, it checks for changes to the booking or the attendee count. If the numbers changed, it updates the order. If the room changed, it moves the catering. Edge case: a 12-person meeting asks for a room that holds 8, so the agent proposes a larger room.

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, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Room or catering request arrives 2 USES A TOOL Read the request and the room calendar 3 DOES Check capacity and equipment for each room 4 CHECKS THE RESULT Is a room free with enough capacity and equipment? If not: propose another time or room and ask therequester. Back to step 3. 5 DOES Prepare the booking and the catering order 6 YOU APPROVE Receptionist approves the booking and the order 7 USES A TOOL Add the booking to the calendar and place the order 8 USES A TOOL Recheck attendee count and room before the cateringdeadline 9 CHECKS THE RESULT Do headcount, room and time still match the order? If not: update the order and notify the receptionist forapproval. Back to step 6. 10 YOU APPROVE Receptionist approves any change to the order 11 RESULT Confirmed booking and order
Read the steps as a list
  1. Room or catering request arrives
  2. Read the request and the room calendar
  3. Check capacity and equipment for each room
  4. Is a room free with enough capacity and equipment?If not: propose another time or room and ask the requester. Back to step 3.
  5. Prepare the booking and the catering order
  6. Receptionist approves the booking and the orderThe agent waits here for your OK.
  7. Add the booking to the calendar and place the order
  8. Recheck attendee count and room before the catering deadline
  9. Do headcount, room and time still match the order?If not: update the order and notify the receptionist for approval. Back to step 6.
  10. Receptionist approves any change to the orderThe agent waits here for your OK.
  11. Confirmed booking and order

How it decides

It selects rooms by capacity and equipment, then by closeness to the requester. It rechecks the headcount before the caterer's cutoff.

  • Choose the smallest room that fits the group plus 10%
  • Check dietary needs for any food order
  • Recheck headcount 24 hours before the caterer's deadline
  • Never double book: any overlap fails the check

Make it yours

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

  • Room list and capacity
  • Caterer contacts and deadlines
  • Space buffer for rooms (default 10%)
  • Budget per head
  • Recheck time (default 24 hours before deadline)

What keeps you in control

It always asks you first

  • Receptionist approves bookings and catering orders
  • Receptionist approves any order change

Hard limits

  • Never place an order or confirm a room without approval
  • Never exceed the catering budget set for the event

It stops when

  • Done: room is booked and the order matches the final count
  • Stop: no room fits and the caterer cannot meet the deadline

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 happensA manager asks for lunch for 12 on Thursday. The agent finds the 8-seat room too small and proposes Room B for 14. The receptionist approves, and the agent prepares an order with 2 vegetarian and 1 gluten-free meal. The day before, the invitation list shows 17 attendees. The agent updates the order, and the receptionist approves it before the caterer's cutoff.

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