AI operations

24 conversations handled in 7 days

Watching Every new message in the support inbox and every email to the guest address, on every channel, in any language. within a minute

When

• a guest asks a question, reports a problem or makes a request
• a message arrives that is spam, marketing or an automated notice
• a message tries to instruct or probe the system

Then, in order

1. 1screen the message for injection and impersonation
2. 2identify the guest and the stay from the booking system
3. 3look the answer up in the knowledge store and past cases
4. 4reply in the guest's language with what is verified
5. 5create a task for staff when something physical is needed
6. 6hand over to our Humans with a summary when it cannot be solved

Brings in Management, by assignment in the support inbox, with a note of what was tried.

6 calls in 7 days

Watching Voice calls to Grímnir on the web and, once wired, the hotel number. live

When

• a caller asks about a stay, a door, availability or how things work
• a caller is locked out
• a caller asks for a person or money is involved

Then, in order

1. 1disclose that it is the AI and record consent
2. 2identify the caller from the booking email
3. 3answer from the knowledge store and live data
4. 4check the door before saying anything about a lock
5. 5create a task for the on-site team
6. 6hand over to our Humans with a callback route and a summary

Brings in Management by email, and by SMS when the caller says now.

0 of 12 upcoming arrivals have the app

Watching Every upcoming arrival: app installed, invitation sent, details confirmed, check-in pending. hourly

When

• a guest arriving within a day has not installed the app
• a guest has not confirmed their details
• a guest asks how to get in

Then, in order

1. 1email the guest with the app link and the steps
2. 2message through the booking channel (Airbnb, Booking.com)
3. 3send an SMS
4. 4send a WhatsApp
5. 5call the guest with Grímnir's voice the morning of arrival
6. 6tell the on-site team who is still unprepared

Brings in On-site team through a dashboard task; Management in the digest.

Watching Heating, water, power and internet state per cabin; what guests report. hourly

When

• a guest reports cold, no water, no power, no internet
• a cabin's hub goes offline

Then, in order

1. 1confirm the cabin state from the hub and sensors
2. 2walk the guest through the fix from the knowledge store
3. 3raise an urgent maintenance task
4. 4follow up with the guest once the task closes

Brings in On-site team by task; Management if unresolved within the hour.

8.70 of 10 over 145 reviews

Watching Ratings and every remark on Airbnb and Booking.com; chat ratings guests leave. daily

When

• a new remark scores 3 of 5 or 6 of 10 or lower
• the combined rating drifts down over a month
• a remark names a fixable problem

Then, in order

1. 1read the remark and find the stay it refers to
2. 2raise an alert with the remark and the listing
3. 3draft a host reply for Management to post
4. 4turn a fixable complaint into a task for staff
5. 5track the rating by month on Performance

Brings in Management by email on every low remark.

1 of 1 locks healthy

Watching Every smart lock: state, battery, bridge online, stay codes, movements. 5 minutes

When

• a lock reports a blocked motor, uncalibrated or offline
• a battery is critical
• a stay code is live while the lock is unhealthy
• a guest cannot get in

Then, in order

1. 1raise a lock fault alert, critical when a guest is due
2. 2refuse to promise a guest the door works until it clears
3. 3raise an urgent task for someone on site
4. 4issue or revoke stay codes when asked, never speaking a code aloud

Brings in Management by email and SMS while a stay code is live.

Watching Hub heartbeat, climate, water tank and pump, solar and battery, incinerating toilet, lockers, sensors. minutes

When

• a hub stops reporting
• temperature or humidity leaves the comfort band
• water is low, battery is low, a device fails

Then, in order

1. 1confirm from a second signal before acting
2. 2correct what can be corrected remotely (scene, temperature)
3. 3raise a maintenance task with the reading attached
4. 4warn the guest in the cabin in plain words if it affects them
5. 5flag the instrument as unhealthy on the monitor page

Brings in On-site team by task; Management when a cabin is unsellable.

Watching Forecast and warnings for each site: wind, snow, ice, heat, flood. hourly

When

• a storm or gale is forecast within 24 hours
• ice, heavy snow or extreme heat is due
• a road or trail is closed

Then, in order

1. 1tell staff to secure loose items, close shutters and doors, check water and power
2. 2tell guests in house what to expect and what not to do (no hikes, stay in, keep the pool covered)
3. 3tell arriving guests about the road and timing
4. 4reschedule cleaning and deliveries around the weather
5. 5check in with every cabin after it passes

Brings in Management by SMS for a red warning.

2 tasks open for staff

Watching Cabins waiting for cleaning, departures today, arrivals today, open tasks. hourly

When

• a cabin is still pending cleaning with an arrival due
• a checked-in guest sits in a cabin marked available
• a task is open past its day

Then, in order

1. 1raise a state mismatch exception
2. 2remind the on-site team with the arrival time
3. 3push the task until it closes
4. 4confirm the cabin is ready before the guest is told the door code

Brings in On-site team by task; Management if a guest arrives to an unready cabin.

Watching Every reported fault, every open maintenance task and its age. hourly

When

• a guest or a monitor reports a fault
• a maintenance task is open for more than two days
• the same fault comes back

Then, in order

1. 1open a task with what, where and how urgent
2. 2chase it daily until it closes
3. 3ask the guest afterwards whether it is fixed
4. 4raise a purchase order for a part when one is needed
5. 5record repeat faults so the cause gets fixed, not the symptom

Brings in Management in the weekly digest, at once for anything safety related.

Watching Locker stock, consumables, linen, cleaning supplies, spare parts. daily

When

• a locker product runs out
• a consumable falls below its reorder level
• a delivery is late

Then, in order

1. 1raise a purchase order with the supplier and quantities
2. 2ask Management to approve
3. 3mark it ordered and received, linked to its invoice
4. 4tell the on-site team what to restock where

Brings in Management on the Orders page, reminded after three days.

Watching Smoke and CO detectors, fire extinguishers, first aid, water quality, pool, electrical, gas, emergency lighting, signage. monthly and after every incident

When

• a check falls due
• a detector reports a fault
• an incident is logged

Then, in order

1. 1open a checklist task for the on-site team with every item
2. 2chase until every item is ticked and photographed
3. 3file the record in the compliance register
4. 4raise anything failed as urgent maintenance

Brings in Management when a check is overdue by a week.

71.7% of the next 30 nights booked

Watching Occupancy since the first booking, the next thirty nights, bookings by source and by month, cancellations, lead time. hourly

When

• the next thirty nights fall well below the same period last year
• bookings drop from a channel
• a rate looks too cheap for the season
• cancellations rise

Then, in order

1. 1show the trend on Performance and Research
2. 2tell Management what moved and where
3. 3propose a rate or a channel change for approval
4. 4check the listings are live and correctly described

Brings in Management in the weekly digest; sooner for a sharp drop.

0 card disputes open

Watching Card payments, refunds, disputes, deposits, channel payouts as Smoobu records them, invoices, expenses. 15 minutes

When

• a card dispute opens
• a payment succeeds for a booking the dashboard does not hold
• a refund is asked for
• a deposit is still held after checkout

Then, in order

1. 1raise a critical alert for a dispute with its deadline
2. 2raise a reconciliation exception for orphan money
3. 3refund only from the right payment, within what is left, with approval
4. 4release a held deposit
5. 5hand a guest their own invoice link on request

Brings in Management by SMS for disputes, by approval for refunds.

Watching Revenue by source against expenses by category, margin, cost per available night. hourly, close on the first of the month

When

• a month ends
• expenses run past revenue
• a category jumps

Then, in order

1. 1write the close pack and email it to Management
2. 2show margin and run rate on Performance
3. 3flag the categories that moved
4. 4keep the registers an accountant or insurer would ask for

Brings in Management by email on the first of the month.

1 items waiting for a person

Watching Tasks in the host dashboard, approvals waiting, orders waiting, who is away. continuous

When

• something needs hands on site
• an action needs a person's approval
• an approval waits past its expiry

Then, in order

1. 1create the task where staff already look
2. 2ask for approval with the rationale, once a day by SMS unless critical
3. 3expire and re-ask when nobody answered
4. 4summarise the week every Monday

Brings in Management by email and SMS.

11 of 11 sources green

Watching Every connected system (bookings, payments, locks, messaging, voice, cloud, code, marketplaces, accounting feeds) and every service of this platform. every minute

When

• a probe fails twice in a row
• a pull has not succeeded for three intervals
• a service heartbeat stops
• the audit chain does not verify

Then, in order

1. 1mark the source red and read from the mirror meanwhile
2. 2raise a vendor down alert after the second failure
3. 3raise a dead-man alert for a stopped service
4. 4clear the alert when it recovers, keep the exception

Brings in Management by email, SMS for a stopped worker.

2% of the daily AI budget used

Watching Load, memory, disk, database connections, model spend against the daily cap. every minute

When

• disk passes 90 percent
• load or memory stays high
• the day's AI spend nears the cap
• a model call fails

Then, in order

1. 1alert Management with the figure
2. 2stop spending when the cap is reached and say so
3. 3record the error as an exception
4. 4show it on the console gauges

Brings in Management by email and SMS.

5 messages stopped by the screen in 30 days

Watching Every inbound message, email and call before it reaches the model or a tool; every outbound reply. continuous

When

• a message tries to instruct, impersonate staff or extract secrets
• a reply would carry a key, a code, an identifier or an internal detail

Then, in order

1. 1stop and quarantine the conversation for a person
2. 2never let a tool run on a screened message
3. 3strip or block a leaking reply
4. 4record the quarantine in the register
5. 5refresh the rules monthly against current techniques

Brings in Management by email; the conversation waits for a person.

Watching Where personal data sits, how long, and what was disclosed to whom. daily

When

• a payload passes its retention date
• a guest asks for erasure
• the AI speaks to someone for the first time

Then, in order

1. 1purge aged payloads every night
2. 2erase on request and record the erasure as an event
3. 3disclose the AI at first contact and keep the register
4. 4keep events free of personal data, references only

Brings in Management for any erasure request.

no quality run yet

Watching Replayed past questions scored by a judge; cost and turns per conversation; approvals and rejections per tool. on every prompt change, weekly digest

When

• a prompt, model or knowledge change lands
• a tool earns thirty days of approvals with no rejection
• a judge marks an answer as invented

Then, in order

1. 1replay the same cases and compare the scores
2. 2fix the prompt or the knowledge, not the symptom
3. 3propose a promotion of the tool's autonomy for Management to decide
4. 4report in the weekly digest

Brings in Management decides every promotion.

Watching The site pages, the guest app settings, staff notes, and what guests keep asking that has no written answer. hourly

When

• a page changes or disappears
• guests ask something the store cannot answer
• staff correct an answer

Then, in order

1. 1refresh the store from the pages and settings
2. 2flag unanswered questions for a staff note
3. 3never invent house details; say what is not written down

Brings in Management on the Knowledge page.

Watching Itself. Every new monitor, alert or automated action gets a card here, and its status moves from planned to partly to live as it is built. with every change

When

• a capability is added or changed

Then, in order

1. 1add or update the card
2. 2keep the status honest
3. 3link what it is built with

Brings in Nobody; this is the record.