Auto Offer

Auto Offer creates an offer or a rejection for new requests without a staff member having to handle them. For this, the hotel sets up workflows: if a workflow applies to a new request, ReGuest creates an offer or a rejection from it and, if wanted, sends it right away. The menu item is under Sales Intelligence › Auto Offer.

A hotel wants to answer new requests from two adults with at least one child and without a guest note automatically with an offer.

Under “Jobs”, each checked request shows what happened, and “Go to proposal” opens the created offer.

“Overview” shows key figures on the automatically created offers. In the “Period” filter, the last year is preset. The “Created proposals” key figure splits the offers into “Created automatically” and “Created manually”. The “Key data (automatically created offers)” area shows “Requests”, “automatically processable”, “Offers”, “Click rate”, “Interaction rate”, “Bookings”, “Booking rate” and “Revenue”. The “Funnel (automatically created offers)” area shows “Requests”, “automatically processable”, “Offers”, “guests clicked”, “Bookings” and “Revenue”.

The “Proposals by quote of automatic processable requests” list contains only workflows with the “Create offer” action. The “The last 10 jobs” list shows the most recent runs with “Execution date”, “Trigger” and “Action”, and the “Proportion of automatically created rejections” area shows “Requests”, “Rejections” and “Proportion of rejections”. The figures are calculated in the background and are therefore not accurate to the second.

“Workflows” shows each workflow as a card with its conditions, its action and “Created on”. The status is on the card: “Active”, “Not active” or “Archived”. The filters “Filter by name...”, “All seasons”, “Active and not active” and “All facilities/hotels” narrow down the list.

Each card has “Edit”, “Duplicate”, “Activate” or “Disable”, and “Archive”; an archived workflow gets “Reactivate”. “Edit” opens the workflow in the editor. “Duplicate” creates a copy with the trigger, all conditions and the action including its settings; the copy is “Not active” and opens straight away in the editor. An archived workflow stays in the list, but is not active. After “Reactivate” it is no longer archived, but “Not active”. The order of the cards can be changed by dragging; a new or duplicated workflow is at the end. The order helps decide which workflow takes effect (see “Frequently asked questions”). “Archive” and “Reactivate” ask for confirmation first.

“New Workflow” starts with a choice of templates, including “Blank template” and “Offer for family”; what “Offer for family” enters is shown in the example above. A new workflow is not active at first.

In the editor, a workflow gets its “Name”, its “Trigger”, its conditions and exactly one action. The only trigger is “New request”. The “Active” switch turns the workflow on and off. An active workflow cannot be changed; the editor then shows “Workflow must be deactivated to make changes.” There is no button for saving; the editor saves by itself.

“Add condition” opens a dialog. Under “Condition field”, the details of a request are available to choose from, for example “Number of adults”, “Number of children”, “Stay length (nights)”, “Meal type”, “Season”, “Room category”, “Guest note”, “Guest language”, “Guest country”, “Request source”, “Arrival date”, “Departure date”, “Regular guest” or “Rate”. Each field can be used once per workflow.

Which comparisons are available depends on the field. Numbers and dates offer, for example, “is equal to”, “is greater than or equal to” and “is between”; lists such as the room category offer “is any of” and “is none of”; the regular guest offers “applies” and “does not apply”. “Create” creates the condition. In the “Edit condition” dialog, “Save” applies a change, and “Delete” removes the condition.

Under “Define variants”, the action sets at “room category” which room categories are offered: “provide all available room categories”, “exclude selected room categories” or “provide only selected room categories”. At “Rate” or “Rate plan group”, the choices are “provide all available rates”, “exclude selected rates”, “provide only selected rates”, “exclude rate from group” and “provide only rates from groups”. With “Rate plan group” instead of “Rate”, rate plan groups are selected instead of individual rates, and the offer excludes their rates or offers only their rates. “Number of variants (max.)” limits the variants of the offer, “Order of the variants” sorts them, for example by “availability” or “price ascending”. With “availability”, variants with the requested rate and the requested room category come first, then those with the most free rooms.

With the “Create subvariations” switch, the offer gets one main variant per room combination. Below it, sub-variants are created for the same room category with the other available rates or meal types of the same rate plan group. This applies only if “Use for automatic sub-variants of quotations” is set for this rate plan group. The switch cannot be selected together with “Offer room category with all possible rates”.

Under “Modelli e autore”, the action needs an offer template and an “Author” for each of the hotel's languages. Under “Sending”, the choice is between “Send proposal manually” and “Send proposal automatically”. “Send proposal manually” means: the offer is only prepared, and a staff member decides whether it is sent. With automatic sending, “Delay of the action (in minutes)” sets a waiting time of 0 to 60 minutes. Anyone who changes the selection of room categories, rates or rate plan groups is asked first, because the entries already assigned are removed in the process.

The rejection needs, under “Modelli e autore”, a rejection template per hotel language and an “Author”. Under “Sending” there is “Send rejection manually” or “Send rejection automatically”, plus “Delay of the action (in minutes)”. If the rejection template carries the waiting list option and the rejection goes out, it also offers the guest the waiting list. The guest is only on the waiting list once they add themselves.

The “Jobs” tab opens the “Planned and executed Actions” page. For every request that a workflow has checked, it shows what happened, even if nothing happened. The last month is preset; “Status” and “Period” filter the list, and the newest entry is at the top.

In the “Trigger” column, the guest's name follows “from”. If no workflow took effect, the list shows “Trigger conditions did not match” and which fields did not match. “Go to proposal”, “Go to rejection”, “Go to request”, “Go to workflow” and “Go to guest” open the entry's offer, rejection, request, workflow and guest. The page only displays: nothing can be cancelled or restarted here.

Why was no offer created? “Jobs” gives the reason. “No availability for the selected rate plan” means: there were free rooms, but only in rates the workflow may not offer. Which rates the workflow offers is set by the “Create offer” action at “Rate” or “Rate plan group”. “Availability service returned too many possible solutions” means: the request was too open, for example without a room category. “Arrival date is too close” means: the arrival is today.

What happens with a same-day arrival? For a same-day arrival, Auto Offer does not create an offer, but it does create a rejection. The hotel then creates the offer by hand. Auto Offer does not handle a request with the same arrival and departure date at all.

Which workflow takes effect if several match? Exactly one, and not necessarily the top one. First all workflows with “Create rejection” take their turn, then those with “Create offer”; only within these groups does the order in “Workflows” count. A workflow without a condition applies to every request, and the workflows after it no longer get their turn.

Why can't a workflow be changed? It is active. After “Disable”, its conditions and action can be edited.

Why can't a rejection workflow be activated? It needs a condition on “Arrival date” or “Departure date”. “Add condition” creates it. Without an action, no workflow can be activated at all; under “Choose action” the hotel selects “Create offer” or “Create rejection”.

How long does it take until the offer is there? Without a delay, a few minutes are normal.

What happens if something goes wrong? The entry in “Jobs” is then set to “failed” with the reason “Unknown error”, and it is not retried by itself. The hotel starts a new attempt on the request under Offers: at the “Create offer” button, select the “Automated offer” entry. This creates a new entry in “Jobs”, so two rows for the same request are normal.

Why did the action fail although all templates are there? One possible reason: the guest wrote in a language for which there is no template. The workflow only requires templates for the hotel's languages and does not fall back to any other language.

Can a running automation be stopped? Yes, on the request via “Cancel”, as long as the action is not yet being carried out.

Is a request created by hand handled automatically? If creating a request offers the choice of “Offer”, “Autom. offer” and “Rejection”, only with “Autom. offer”.

As of: 2026-10-19.