AI Email Assistant for Boutique Hotels & Vacation Rentals
Turn guest emails into on-brand replies without hiring more front desk staff. Handle booking changes, local recommendations, and special requests in seconds.
Built for teams who live in Gmail.
Stop drowning in repetitive guest emails
Front desk spends 15-25 hours per week answering the same questions about check-in times, parking, and amenities
Inconsistent responses depending on who's working — one guest gets a detailed reply, another gets three sentences
Booking modification requests pile up, leaving guests waiting while staff toggle between PMS and email
Peak season means 80+ emails per day for a 30-room property — impossible to answer thoughtfully
Complaint handling is slow because staff hesitate or escalate, delaying resolution
Local recommendation emails are hit-or-miss based on staff knowledge
Aeralis turns your property info into precise guest replies. Point it to your policies, amenities page, and local guide. When a guest asks about early check-in or restaurant recommendations, your team clicks once and gets a draft that sounds like your best front desk agent wrote it — consistent, helpful, and on-brand.
How Aeralis fits into your day
No complex setup. No switching between apps. Just faster, better guest communication.
Connect Gmail and set up profiles
Install from Google Workspace Marketplace. Create profiles for different response types — guest inquiries, complaints, or OTA messages. Each profile can have its own tone.
Add your property context
Link your policies page, amenities list, local recommendations, and FAQ. Aeralis pulls from these sources when drafting — no manual copying needed.
Generate replies from the Gmail sidebar
Open a guest email, click Aeralis, describe what you want to say. Review the draft, adjust if needed, and send. Most replies take under 30 seconds.
Real emails Aeralis can help you write
See how Aeralis handles common guest communication scenarios.
Guest asking to modify their booking
Before Aeralis
Staff logs into the PMS, checks availability for the new dates, cross-references rate codes, then drafts a response with updated pricing and policies — often 10-15 minutes per request.
With Aeralis
Hi Sarah, Thanks for reaching out about changing your dates. I've checked our availability and we can absolutely accommodate you from March 15-18. Your new total will be $892 (3 nights at our spring rate). Since you're within our 48-hour modification window, there's no fee for the change. Would you like me to confirm this adjustment? Just reply and I'll update your reservation right away. Looking forward to hosting you, [Front Desk]
Request for local restaurant recommendations
Before Aeralis
Staff mentally recalls options, googles hours and directions, then types out suggestions — often inconsistent quality depending on who responds.
With Aeralis
Hi Michael, Great question! Here are my top picks within walking distance: For Italian: Trattoria Luna (5 min walk) — reserve ahead for their patio. Their truffle pasta is worth the trip. For seafood: The Catch on Harbor St (8 min) — casual, no reservations, incredible fish tacos. For a special occasion: Vista Rooftop (next door) — call 555-0123 for reservations, mention you're our guest for the window table. Want me to make any reservations for you? Happy to help. Best, [Front Desk]
Pre-arrival check-in coordination
Before Aeralis
Staff sends generic check-in email, waits for guest questions, responds individually to each follow-up about parking, keys, or early arrival.
With Aeralis
Hi Jennifer, We're excited to welcome you on Friday! Here's everything you need: Check-in: 3pm at the front desk. Early arrival? Text us at 555-0150 and we'll let you know if your room is ready. Parking: Complimentary in Lot B (enter from Oak Street). Your spot number will be in your welcome packet. Keys: Digital key sent to your phone via email Thursday evening. Room request: I've noted your preference for a higher floor and added it to your reservation. Questions before you arrive? Just reply here. See you soon, [Front Desk]
Handling a guest complaint about noise
Before Aeralis
Staff crafts careful response balancing empathy and policy, often escalating to manager for approval, delaying the reply.
With Aeralis
Hi David, I'm truly sorry the noise from the wedding reception disrupted your evening. That's not the experience we want for any guest. I've moved you to room 412 on our quiet floor — your new key is ready at the front desk whenever you'd like to switch. I've also applied a $75 credit to your stay. Is there anything else I can do to make the rest of your visit more comfortable? Please don't hesitate to call the front desk directly at ext. 0. Sincerely, [Front Desk Manager]
Use the tools you already have
Aeralis doesn't require you to migrate systems or learn new software. It works with what you've got by referencing your existing content as context.
Links from your PMS, Booking.com, Airbnb, or direct booking engine
Cancellation policies, house rules, check-in/out procedures
Your curated restaurant guide, attractions list, or Google Maps location
Spa menus, restaurant hours, room features, package details
Questions hospitality teams usually ask
Is guest information secure with Aeralis?
Aeralis operates entirely within Google's environment. Your guest data stays in Gmail — we don't store email content or guest details. You control what context Aeralis uses (like your policy pages or FAQ links), and all processing happens in real-time without retention.
Does this replace my front desk staff?
No. Aeralis handles the repetitive drafting work so your team can focus on guest experience. Staff still review every email before sending, handle complex situations personally, and provide the human touch that makes hospitality special.
Can I control the tone and style of responses?
Absolutely. Create profiles for different situations — a warm, casual tone for guest recommendations, a more formal tone for billing inquiries, or a solution-focused tone for complaints. Each profile can have its own voice and context sources.
How much setup is required?
Most properties are up and running in under 30 minutes. Install from Google Workspace Marketplace, create a profile with your preferred tone, and add links to your policies, amenities page, or local guide. That's it.
Does Aeralis work with my property management system?
Aeralis uses your existing tools by referencing links and documents you provide — booking pages, policy URLs, FAQ sections. It doesn't require a direct PMS integration, which means it works alongside Cloudbeds, Mews, Guesty, or whatever system you use.
What about international guests and language barriers?
Aeralis can reply in any language, automatically matching the language of the incoming email. If a guest writes in Spanish, French, or Japanese, your reply will be drafted in that language. You can also set a preferred response language in your profile settings if needed.
Give your front desk an inbox co-pilot
Respond to guests faster without sacrificing quality. Start free, upgrade when you're ready.
Start with Aeralis