Detect and create a request

With “Detect request”, the AI reads a request for a stay from an email that is open in Microsoft Outlook: arrival, nights, persons, rooms and the guest's contact details. Once the details in the “Request for stay” have been checked, “Transfer request” creates a request in ReGuest from them, without the details being typed in by hand. Both are in the add-in's task pane, opened via Outlook ribbon › “Re:Guest Outlook Add-in” › “Re:Guest”.

A reservations staff member receives an email in Outlook in which a guest asks about a room for one week for two adults and one child. The email is to become a request in ReGuest.

“Detect request” sends the open email to the AI, which reads a request for a stay from it. The AI writes the request's note in the user's language. If the email states no number of rooms, it assumes one room. It counts children above the hotel's age limit as adults.

If an email is too long for the analysis, the add-in shows this message next to “Detect request”: “This email is too long for the request to be detected automatically. Transfer the message and enter the request manually.”

If the AI finds no request in the email, a message appears with the title “Content analysis” and the text “No request was detected in this message.”

The “Request for stay” shows what the AI has read from the email, first for reading.

Edit. “Edit” opens the fields for editing: “Facility/Hotel”, “Name”, “E-Mail”, “Phone”, “Street / house number”, “ZIP code”, “City”, “Adults”, “Children”, “Children's ages”, “Number of rooms”, “Arrival”, “Nights”, “Alt. arrival” and “Note”, plus the selections “Language”, “Gender”, “Country” and “Meal type”. There is no field for the room category. “Apply changes” keeps the changed values in the displayed request and returns to the reading view, without sending anything to ReGuest; as long as an entry is invalid, the button is disabled. “Cancel” discards the changes and also returns to the reading view.

Required details. The following are required: a name with first name and last name, a valid email address, at least one adult, at least one room, an arrival from today onwards and at least one night. “Language”, “Gender” and “Meal type” need a value, although “undefined” and “Not selected” also count. An alternative arrival under “Alt. arrival” must also be from today onwards. If the first name or last name is missing from the name, “Name is invalid. The field must contain at least a first name and a last name.” appears.

Use note. The note the AI wrote only goes into the request if “Use note” is ticked. It is ticked by default.

Transfer request. “Transfer request” creates the request in ReGuest, with the source “MS Outlook Add-in”. There is exactly one request per email. If ReGuest rejects the request, the add-in only shows “Request not transferred”, without a reason.

Create Messenger message. If the email is more of a message than a request, “Create Messenger message” in the “Request for stay” transfers the email as a message into the guest's conversation instead of creating a request.

If a request has already been created from the email, the task pane shows “Request was created on … by …”, with the date, the time and the user who created it. “Open in Re:Guest” next to the notice opens the created request in ReGuest.

Why is “Detect request” missing? If a request has already been created from the email, the button is usually hidden, and the task pane shows “Request was created on … by …”. “Open in Re:Guest” next to the notice opens the created request in ReGuest. If your own role does not grant access to guest data, the add-in hides all three actions. Roles are managed by ReGuest support.

Why does the AI not detect a request? The message “No request was detected in this message.” means that the AI found no request for a stay in the email. The email can then be transferred as a message with “Transfer message”.

What to do if the email is too long? “Detect request” then shows “This email is too long for the request to be detected automatically. Transfer the message and enter the request manually.” The email is transferred with “Transfer message”, and the request is entered by hand in ReGuest.

Why can the request not be transferred? A required detail may be missing, for example the last name, a valid email address or an arrival from today onwards. The details can be completed via “Edit”. If the add-in shows “Request not transferred”, ReGuest has rejected the request; the add-in then gives no reason. If it stays that way, ReGuest support can help.

Why does the request contain a room although the email does not mention one? If the email states no number of rooms, the AI assumes one room. This can be changed under “Number of rooms” via “Edit”.

Why does a child count as an adult? The AI counts children above the hotel's age limit as adults. “Adults” and “Children” can be changed via “Edit”.

Can a second request be created from one email? No. There is exactly one request per email.

Does the email get a category in Outlook? Yes, if the “Categories” switch is on in the add-in's settings, and it is on from the start. The add-in then sets the Outlook category “Request” on an email from which a request was created, and creates the category in the mailbox if it is missing there.

As of: 2026-10-26.