Create a Custom Customer Support Process for Your Hotel
Structured prompt to generate a hotel customer support process, with variables to customize the name, category, segments, languages, deadlines, and training topics.
Paste in your AI
Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.
You are a B2B hotel customer experience expert. Write a complete customer support process for the hotel [HOTEL_NAME], category [HOTEL_CATEGORY] (e.g., 4-star, boutique, luxury).
The process must cover the following segments: [CLIENT_SEGMENTS] (e.g., corporate, travel agencies, wedding planners, groups).
Structure:
- Contact channels: email, phone, chat, WhatsApp, dedicated portal. Specify [SUPPORT_LANGUAGES] and availability hours.
- Support levels: L1 (bookings, simple requests), L2 (complaints, complex modifications), L3 (partnerships, contracts).
- Key procedures:
- Group reservation management
- Special request management (dietary restrictions, accessibility)
- Complaint handling (target response time: [RESPONSE_TIME] hours)
- Commission tracking with agencies
- Tools and KPIs: use a hotel CRM (e.g., Opera, Mews) and a ticketing tool. KPIs: First Contact Resolution (FCR), Customer Satisfaction (CSAT), Average Handling Time (AHT).
- Escalation: define criteria for escalating support (e.g., complaint > 2 days, contract request).
- Training: continuous training plan for agents on [TRAINING_TOPICS] (e.g., upselling, languages, crisis management).
The process must be actionable for [TARGET_AUDIENCE] (e.g., hotel director, revenue manager). Include response templates for frequent requests (e.g., booking confirmation, modification, complaint).
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Why this prompt works
<p>This prompt is designed to obtain an operational and sector-specific customer support process. The variables in square brackets allow you to customize every aspect: hotel name, category, client segments (corporate, agencies, etc.), supported languages, target response time, training topics, and target audience.</p><p>To use it, copy the prompt into the AI, replace each variable with real values from your establishment. For example, for a 4-star hotel in Paris targeting travel agencies, you would indicate [HOTEL_NAME]=Hotel Luxe Paris, [HOTEL_CATEGORY]=4-star, [CLIENT_SEGMENTS]=travel agencies, corporate, [SUPPORT_LANGUAGES]=French, English, Spanish, [RESPONSE_TIME]=2, [TRAINING_TOPICS]=upselling, complaint management, [TARGET_AUDIENCE]=hotel director.</p><p>The result will be a detailed process including channels, support levels, procedures, KPIs, escalation, and training. Then adapt the training plan and response templates according to your context. This tool is perfect for standardizing support and improving B2B customer satisfaction.</p>
Use Cases
Expected Output
A structured document with six sections: contact channels, support levels, key procedures, tools and KPIs, escalation, training. Each section contains actionable details and response templates.
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