AI Chatbot for Hotels in Greece and Cyprus: Website, WhatsApp and Phone, Without Missed Bookings (2026)
Dabster Labs · Last updated 27 August 2026
A hotel AI assistant answers availability, policy and arrival questions in several languages on the website, on WhatsApp and on the phone. It takes booking requests, passes them to the booking engine or the front desk, and is priced by the build, not by the room. Hotels in Greece and Cyprus use it so that late enquiries are not lost.
Chatbot covers two things: a menu with five buttons that sends every real question to “please call reception”, or an assistant that reads the guest’s message, answers from a knowledge base you approved, and creates a task for a person when it cannot. We build the second kind for clients in Cyprus and Greece.
What a hotel chatbot should do
Six jobs. If a supplier cannot show each one working, it is a menu bot.
- Pre-arrival questions. Check-in time, parking, cots, pool hours, distance to the beach. Every answer comes from a list you approved line by line, so it never guesses a policy.
- Availability requests. It collects dates, guests and room type. With a booking engine API it returns a booking link. Without one, it sends a structured request to the front desk and tells the guest when to expect a reply.
- Transfers and late check-out as a message, not a hard sell. One line two days before arrival: airport transfer available at a stated price, reply yes if you want it. The same for late check-out on the last evening.
- In-stay requests. Extra towels, a taxi at 7 am. Each becomes a task for the right person with the room number attached.
- Review request after checkout. One message the day after departure, with the link to the platform you want. No reminders.
- Multilingual. The guest writes in German, the assistant answers in German, and the task that reaches your staff is in Greek or English.
Website, WhatsApp or phone: which channel first
| Channel | Who uses it | Hours | Languages | Integration | Cost model | Rules |
|---|---|---|---|---|---|---|
| Website chat | New guests comparing you with the OTA | 24 hours | Whatever the guest types in | Knowledge base, booking link or e-mail handover | Build plus monthly management; no per-message fee | Privacy notice; states it is AI |
| Guests who already booked, repeat guests | 24 hours for replies; outbound by approved template only | Whatever the guest writes in | Official Business Platform (API); tasks to desk, PMS if it has an API | Build plus management, plus Meta’s per-message fees | 24 hour window; templates outside it; opt-in for marketing; hotel is GDPR controller | |
| Phone | Older guests, agents, anyone in a hurry | 24 hours, minutes included per plan | Greek and English on every plan | Booking request to the desk, instant team notification | Monthly plan by call volume plus implementation | Says it is AI in the first sentence; recording off by default in Greece |
On WhatsApp, a 24 hour customer service window opens when the guest writes first; inside it you reply freely, outside it only pre-approved templates go out, and marketing templates need the guest’s opt-in. We connect only through the official Business Platform, never through tools that scrape the app, which get numbers banned and break GDPR. On the phone, the voice agent says it is an AI in its first sentence.
Which first? Look at where you lost enquiries last month. Phone rang unanswered during breakfast: phone first. WhatsApp messages waited hours: WhatsApp first. New guests reading the site at night: website first. The build is shared, so the second channel costs less.
Integration honesty
Some PMS and booking engines have an API. Others do not, or keep it closed or paid. This one fact decides how your assistant works, and a supplier who quotes without asking which system you use is guessing.
With an API, the assistant checks availability and writes requests against the reservation. Without one, the flow uses e-mail or a shared sheet: a structured request goes to the desk inbox or to a sheet the desk already watches, and a person confirms in the PMS. Less elegant, still answered in seconds, nothing lost. We say which of the two you are getting before you sign.
Example flow for a family hotel in Kos or Paphos
This is a fictional example to show the mechanics, not a case study, and no results are claimed. Picture a 40 room family hotel, open April to October, with a booking engine that has no public API.
- A German guest opens the website at 23:10 and asks in German for a family room from 14 to 21 July, and about a cot.
- The assistant answers the cot question from the knowledge base, collects dates and guests, and says the desk will confirm in the morning.
- An n8n workflow writes the request to the desk sheet and e-mails it. At 08:30 the receptionist checks the engine and replies in the same thread with a booking link.
- After booking, the guest receives a WhatsApp welcome with the hotel number.
- Two days before arrival, one approved template offers an airport transfer. The guest replies yes; a task with the flight time goes to the desk.
- During the stay the guest asks for a taxi and a late check-out. The taxi becomes a task; late check-out is answered from policy and confirmed by a person.
- The day after departure, one message links to the review platform.
- Threads are deleted after 30 days.
We work with businesses on Kos. Our published proof there is DROSOS Clinic in Agia Marina, a therapy centre, not a hotel: in its first three weeks the AI receptionist answered all 41 calls, none missed, more than half outside opening hours. It is cited for Greek phone handling, not as a hotel result.
Law
GDPR for guest data. The hotel is the controller in both countries. The guest must be told who processes the data and why, the assistant collects only what the task needs, and transcripts are kept for a limited time; we propose 30 days.
AI Act, Article 50. The transparency duties of Article 50 of Regulation (EU) 2024/1689, under which a person must be told they are talking to an AI unless it is obvious, apply from 2 August 2026. A Commission proposal from late 2025 to postpone parts of the timeline is a proposal, not law. Our assistants disclose from the first message; see our Article 50 guide.
Recording, Greece. Under Penal Code article 370A, as amended by law 5002/2022, recording your own phone conversation without the express consent of the other party is a felony punishable with imprisonment of up to 10 years. Phone assistants we deliver in Greece run with recording off unless the hotel has a lawful purpose. In Cyprus, follow GDPR and tell the caller at the start of the call.
Cost
Website and WhatsApp are priced as an automation build, by the work, not by the number of rooms. The process audit starts at EUR 500 and is credited to the build. A fixed price build starts at EUR 2,500. Monthly management, covering knowledge base changes and template approvals, starts at EUR 699 per month. Meta bills its per-message WhatsApp fees on top; they vary by country and category, so we do not quote them.
The phone channel is a monthly plan by call volume. Starter is EUR 419 per month plus implementation from EUR 990: 5 to 8 calls a day, 500 minutes, extra minutes EUR 0.40. Growth is EUR 1,179 per month plus implementation from EUR 1,900. Pro is EUR 2,179 per month plus implementation from EUR 4,500. Every plan includes Greek and English, calendar booking, instant team notifications and a monthly review on real calls (pricing page).
Seasonality
A hotel that closes in November does not need a July plan in January. Plans change month to month: the phone plan can step down or pause in the closed months, and management can drop to a lighter level when the only job is keeping the knowledge base current. We do not publish winter prices because they depend on what stays switched on; we quote your property instead.
FAQ
Does it replace the front desk?
No. It takes the repeat questions and the late messages so the desk can handle arrivals and the guests in front of it. What it cannot answer becomes a task for a person.
Can it take payments?
No. It never asks for card details. It hands the guest to your booking engine or the desk, and payment happens where it happens today.
Which languages does it speak?
On the website and WhatsApp, the guest’s language, including Greek, English and the main languages of your market. The phone channel ships in Greek and English on every plan.
What about guests who booked through an OTA?
Once an OTA guest has your WhatsApp number or your website, they are handled like a direct guest. OTA inboxes are separate systems; whether the assistant can reply inside them depends on the platform’s access rules, which we check before quoting.
How fast can it be set up?
The integration sets the calendar: an API connection or an e-mail and sheet handover, plus WhatsApp template approval by Meta. Typically a few weeks from audit to live; the timeline is written into the proposal next to the price.
Can I try the phone version?
Yes. Call +357 22 152092. The AI answers in Greek or English; ask it what a guest would ask reception.
Tell us your PMS or booking engine, room count and where enquiries go unanswered, and we will say which channel to start with and what it costs. Contact us.
