The problem
Guests message the same questions about the wifi, the wood burner, hot tub times, bins and the nearest shop because the welcome folder is out of date or hard to follow. If 45 bookings a month each bring 3 questions at 4 minutes each, that's 540 minutes, 9 hours a month.
What the AI does
Write rough notes for each unit: arrival and parking, how the heating, wood burner and hot tub work, bins and recycling, quiet hours, local shops, walks and pubs. Paste them into ChatGPT, Claude or Gemini and ask for a short, friendly welcome guide with headings, using only your notes. Every safety line, such as the wood burner and fire pit rules, carbon monoxide alarm, hot tub rules and what to do in an emergency, is checked word for word against your own fire risk assessment, the manufacturers' instructions and your hot tub risk assessment. Your exact location for emergency services comes from you, not the assistant.
A worked example
A 5-unit glamping site in Northumberland takes about 45 bookings a month in season. The owner rewrites the welcome guide each spring from notes and puts it in each unit and in the pre-arrival email.
Before
45 bookings x 3 questions x 4 minutes = 540 minutes, 9 hours a month
After
45 bookings x 1 question x 4 minutes = 180 minutes, 3 hours a month
What it's worth
About $128£96€114A$184C$180 a month saved in season, at an assumed $21£16€19A$31C$30 an hour for 6 hours (540 minus 180 = 360 minutes). The free plans of ChatGPT, Claude and Gemini can do this; a paid plan is up to about $27£20€24A$38C$38 a month for one person if you hit usage limits.
How to set it up
- Write rough notes for each unit type, including the questions guests ask most.
- Paste them into ChatGPT, Claude or Gemini and ask for a short welcome guide with headings, using only your notes.
- Check every safety instruction against your fire risk assessment, manufacturers' instructions and hot tub risk assessment, word for word.
- Add your exact location for emergency services, the nearest A&E and your own contact number yourself.
- Put it in each unit and the pre-arrival email, and update it when anything changes.
What goes wrong
- An assistant can invent a rule or a local fact, such as a shop's opening hours. Check every line.
- Safety wording must match your own risk assessments and the manufacturers' instructions. Don't let the assistant soften or add to it.
- Don't paste guest names, booking details or phone numbers into consumer AI plans.
- An out-of-date guide is worse than none. Date it and review it each season.