Independent hotels, inns, guesthouses and B&Bs

The CRM for independent hotels and guesthouses.

GuardenerAI for hotels is a CRM for the sales and marketing that sit outside the property-management system: group and wedding enquiries, corporate accounts, contracts signed online, deposit invoices, and direct marketing to past guests by email, SMS or WhatsApp. It is for independent hotels, inns and guesthouses that want more direct bookings and more group business.

Your property-management system runs the rooms. The group enquiry from a wedding party, the corporate account that could fill twenty nights a month, and the past guest who would book direct if you asked usually live in an inbox. GuardenerAI is where that business is won.

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Sound familiar?

What this usually looks like today.

What changes

One system, doing the work with you.

Group business on one board

Group, wedding and conference enquiries become opportunities with dates and value, moving across a board so every proposal has an owner and a next step.

Contracts signed without the printer

Send the group or corporate agreement from the contact’s record. They sign on any device, your manager countersigns, and the sealed PDF is filed on the record.

Corporate accounts kept warm

Keep each company with its travel bookers and past stays, and lay down a regular account check-in with an action plan.

Direct bookings from past guests

Import past guests who opted in and send seasonal offers by email, SMS or WhatsApp to a segment, respecting every unsubscribe.

The modules this runs on

How you set it up

Shaped around how hotels and guesthouses actually work.

There is no one-click template for this industry, so you add these objects and fields yourself in Settings. It takes an afternoon, and nothing about it is fixed.

Built in

Opportunities

One per group block, wedding or conference, with its value and dates.

  • Stage
  • Value
  • Expected Close Date
  • Contact
  • Company
Built in

Companies

Corporate accounts, travel agencies and wedding planners who send business.

  • Name
  • Industry
  • Phone
  • Rating
You create it

Group Bookings

Optional room-block detail, created by you in Settings. Room inventory stays in your PMS.

  • Arrival
  • Departure
  • Rooms
  • Rate
  • Contact
  • Status

Suggested stages on Opportunities

  1. Enquiry
  2. Proposal sent
  3. Site visit
  4. Contract sent
  5. Closed Won
  6. Closed Lost
Routines to copy

The repeat work, set up once.

Each of these is built from features in the product today. Set them up once and the whole team runs them the same way.

Action plan

Group enquiry

  1. Day 0: reply with availability and rates (high priority).
  2. Day 2: follow-up call.
  3. Day 5: offer a site visit.
  4. Day 10: send the contract and deposit invoice.
Signature template

Group or corporate agreement

  1. Write the agreement once, with the contact’s name and the date as merge fields.
  2. Write the dates, room block and rate into the request.
  3. The manager countersigns from the app.
  4. The sealed PDF is filed on the contact’s record.
Marketing journey

Come back direct

  1. Add past guests who opted in to a static segment.
  2. Send a seasonal offer by email.
  3. Wait a week, then split on WhatsApp consent.
  4. Send a short WhatsApp note to those who opted in.

Guest details, respected.

Records live in your own isolated, encrypted space with an audit trail, and every campaign respects each guest’s consent, topics and unsubscribe choice.

Read the security details →
FAQ

Questions from teams like yours.

Does it replace our property-management or booking engine?
No. Rooms, rates and reservations stay in your PMS and booking engine. GuardenerAI handles group and corporate sales, agreements, deposits and guest marketing.
Does it sync guests from our PMS automatically?
No. Export guests who agreed to hear from you and import them from a CSV file, mapping the fields once.
Can groups pay a deposit by card?
On the Max plan you can send a Stripe card payment link with the deposit invoice. On other plans you record payments by hand.
Can guests book site visits themselves?
Yes. Share a booking link for site visits that only offers times your sales manager is free in their Google or Microsoft calendar.

See it on your kind of work.

Start free in an afternoon, or have us walk you through it with data that looks like yours.

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Also built for event planners, travel agencies and restaurants and catering. See every industry.

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