Create a High-Impact Internal Knowledge Base for Your Hotel
Prompt to create a structured and specific internal knowledge base for a hotel, intended for teams and B2B partners.
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Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.
You are the knowledge manager of a [HOTEL_NAME] hotel, rated [NUMBER_OF_STARS] stars, located in [DESTINATION]. Your mission: write a comprehensive internal knowledge base for the following teams: general management, marketing, sales, concierge, and front desk. The document should be a reference tool to quickly answer questions from B2B clients (travel agencies, tour operators, companies organizing seminars) and B2C clients (direct customers).
Mandatory structure:
- Property Overview: history, architecture, values, and specificities (e.g., historic hotel, boutique hotel, spa resort).
- Accommodation Offering: list of room and suite types with [NUMBER_OF_ROOMS], size, signature amenities, and furnishing policy.
- Restaurants & Bars: culinary concept, chef [CHEF_NAME], specialties, opening hours, capacity, and group options.
- Facilities & Services: spa (signature treatments, [NUMBER_OF_ROOMS] treatment rooms), fitness, pool, concierge, 24/7 room service, parking, airport shuttle.
- Event Spaces: meeting rooms, capacity ([MAXIMUM_CAPACITY] people), technical equipment, catering, seminar packages.
- Target Clientele: priority segments (business, leisure, luxury, families), B2B client typology, and examples of partners (incoming agencies, corporate).
- Sales Pitch: 10 differentiating arguments against competitors [DIRECT_COMPETITOR_1] and [DIRECT_COMPETITOR_2], highlighting value for money, location, exclusive services.
- Reservation Process: booking channels (direct, OTA, GDS), cancellation policies, group conditions, recurring promo codes.
- Appendices: key contacts, organizational chart, urgent contacts, security procedures, internal FAQ.
Style guidelines: professional yet accessible tone, concise sentences, use of bullet points, industry keywords (yield, overbooking, upselling, cross-selling). Each section should be written to be understood by a new employee in 30 minutes. The final document should be around [DESIRED_SIZE] pages. Include concrete examples of client scenarios (e.g., request from a group of 50 people for a cocktail).
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Why this prompt works
<p>This prompt is designed to generate a comprehensive internal knowledge base for a hotel. It includes key variables like <strong>[HOTEL_NAME]</strong>, <strong>[DESTINATION]</strong>, <strong>[NUMBER_OF_STARS]</strong>, and <strong>[DIRECT_COMPETITOR_1]</strong> to customize the content for the property. The goal is to create a reference document that standardizes communication and accelerates the onboarding of new employees.</p><p>To use it, replace each variable with actual information from your hotel. For example, for <strong>[CHEF_NAME]</strong>, enter the executive chef's name. The prompt imposes a 9-section structure covering all essential aspects: accommodation, dining, events, etc. This ensures a comprehensive and actionable base.</p><p>Tips: involve department heads to validate the information. Use this document as support for marketing briefs, training, and B2B bid responses. It can be regularly updated to stay relevant.</p>
Use Cases
Expected Output
A structured document with 9 sections, ready to use as an internal knowledge base. Each section contains detailed information, bullet lists, and concrete examples. The document is adaptable to any hotel and can be exported as PDF or integrated into an intranet.
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