What the agent handles
- Collects trip preferences and budgets
- Books agent consultations
- Takes schedule change calls
- Routes passport and visa questions
- Emails itineraries and documents
Transport and logistics
AI receptionist for travel agencies
Takes trip enquiries by destination, dates and budget, books consultations with agents, and handles the schedule-change and document questions that come before departure.
CallerWe want an all-inclusive in February, somewhere warm, for a family of five.
CallerOur flight time changed and now we miss our connection. What do we do?
CallerDo I need a visa for this trip or is my passport enough?
Where calls go
Travel agentsGroups and weddingsAfter-hours supportAccounts
Warm transfer: When a traveller is stuck at an airport after a cancellation, the agent warm-transfers to the after-hours agent.
What it books
Travel consultations
Why travel agencies miss calls, and what an AI receptionist changes
Travel agencies get two kinds of calls, and both arrive at bad moments. Through the fall, families start planning a winter week in Cancún, Punta Cana or Varadero, and the phone rings while agents are mid-quote with a client at the desk. Then there are clients already on the road: a schedule change that breaks a connection, a cancelled flight at 11 p.m., a question about documents two days before departure. A missed call in the first group loses a booking; a missed call in the second can lose the client.
A RealVoice AI receptionist answers every call to the agency on the first ring. For new trips it collects the destination or kind of trip (all-inclusive, cruise, European tour, destination wedding), dates and flexibility, departure airport, adults and children with ages, budget and must-haves, then books a consultation with the right agent and texts the caller what to have ready. Repeat clients asking for the agent who planned their Portugal trip are booked with that agent or put through.
As part of setup, the team connects it to your agency's booking system, so clients calling about an existing trip hear their confirmation number, flight times and any schedule change on file, and get the itinerary by email. It doesn't give its own answers on visas, entry requirements or insurance claims; those questions go to the agent on the file with the details written down. A traveller stuck at an airport after a cancellation is warm-transferred to your after-hours agent with the booking name and flight read out first.
Example call, start to finish
- CallerHi, we want an all-inclusive in February, somewhere warm, for a family of five.
- AI receptionistLovely. Which week in February, and would you fly out of Calgary?
- CallerFamily Day week, out of Calgary. Two adults and three kids, eleven, eight and four.
- AI receptionistThanks. Do you have an area in mind, like Mexico or the Dominican Republic, and a rough budget for the whole trip?
- CallerMexico, maybe Puerto Vallarta, under $10,000 all in. Actually, my parents just said they want to come, and maybe my sister's family too.
- AI receptionistThat makes it a group, so I'll book you with Sandra, who handles family groups and can keep the rooms together. She has Thursday at 7 p.m. or Saturday at 10 a.m.
- CallerSaturday at 10.
- AI receptionistBooked: Saturday at 10 with Sandra. I'll text you the confirmation and a short list of what she'll need, like everyone's names as they appear on their passports and the children's birthdates.
After the call: Sandra gets a text and an email with the dates, departure airport, children's ages, the Puerto Vallarta preference, the budget and a note that the group may grow to three families. The consultation is in the RealVoice schedule, the caller has a confirmation text, and the summary and recording are saved in the portal.
How it fits your day
- Winter-sun booking season
- When the fall planning rush and the January seat sales hit, new enquiries are answered and booked with an agent instead of waiting in voicemail behind a dozen others.
- While agents are with clients
- An agent building a quote isn't pulled to the phone; callers get a consultation time and the agent gets their trip details.
- Weddings and groups
- Destination wedding couples and group organizers reach your groups desk with headcount, dates and resort ideas already collected.
- Clients away from home
- Schedule changes, missed connections and cancelled flights at night reach your after-hours agent, and less urgent questions wait as a message for the agent on the file.
Your software
Today it books consultations into the RealVoice schedule in the portal, keeps trip enquiries, summaries and recordings there, and texts clients their confirmation. If your agency runs Sabre, Amadeus, Travelport or Travefy, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
A family week at an all-inclusive can be a $9,000 booking, and a destination wedding with thirty guests is many times that, with commission on every room. The couple who books their wedding with you often comes back for the anniversary trip. If two winter-getaway enquiries a week go unanswered through October and November and those families book online instead, that is about sixteen family trips, close to $150,000 in bookings the agency never earns commission on. Run your own averages through the missed-call calculator on our homepage.
Questions travel agencies ask
Can it quote packages or check availability?
Once your booking system is connected during setup, it can look up an existing client's booking and check what's open on dates the client asks about. Package prices change by the hour, so it doesn't quote them or hold seats; it gathers the trip details and books the client with an agent who prices and holds the trip.
What happens when a client calls stranded at an airport?
It gets the booking name, airline, flight number and where they are, and warm-transfers them to your after-hours agent with a short private summary. If that agent doesn't answer, the details reach them by text and email right away.
Will it answer passport and visa questions?
It tells callers what you've asked it to say, such as when to book a document review with their agent, and passes the question to the agent on the file. It doesn't give its own answer on entry requirements.
Can it route clients to their own agent?
Yes. Callers who name their agent are booked with or put through to that agent, and new callers are matched by trip type, such as cruises, groups or weddings, following your rules.
Can clients reach the agency in other languages?
Yes. Clients can call in French, English or many other languages; before changing languages, the agent confirms with the caller.
Can an AI handle travel agency calls after hours?
Yes. Evening callers planning a trip book a consultation, and travellers with a real problem away from home reach your after-hours agent. Everything else becomes a message for the morning.
Hear it as your own travel agency's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.