Travel & hospitality
One WhatsApp number for the front desk, the agency and every shift
Connect the WhatsApp number your hotel or travel agency already uses by scanning a QR code, let reservations, the front desk and tour consultants reply from one shared inbox at the same time, and answer common questions automatically.
On this page
In short
Hotels and travel agencies use whatsappx.si to answer booking enquiries, share itineraries and cover guests around the clock from one shared WhatsApp inbox. Whoever is on shift signs in and works the same queue, each chat has one owner, and keyword auto-replies handle check-in times and directions. Confirmations are sent by people, a few at a time, only to guests who asked.
Why do hotels and travel agencies need a shared WhatsApp inbox?
Guests reach for WhatsApp at every stage of a trip: Do you have a family room for the 14th? Can you resend the itinerary? Our flight is delayed, can we check in late? The questions arrive from several time zones and keep coming after the office closes.
When that number lives on one phone at reception, the phone is the bottleneck: night staff cannot see what the day team promised. A shared inbox turns the number guests already know into a queue the whole team can work. Everyone signs in with their own account, each chat has one owner, unread counts show what is waiting, and recent chat history syncs in when you connect.
What does a typical day look like?
The scenario below is an illustrative example, not a description of any real hotel or agency.
Morning. A small boutique hotel has connected its existing WhatsApp Business number by scanning a QR code. The night porter signs out and the morning receptionist signs in to the same inbox. She finds two late-arrival notices the porter already handled, an early-breakfast request and a traveler asking whether the pool is open in October.
Midday. The reservations manager takes the booking enquiries. A guest sends a screenshot of a flight confirmation; it appears inline, and the manager assigns the chat to herself so the front desk knows it is covered.
Afternoon. A keyword auto-reply answers messages that mention "check-in" or "parking" with the check-in window and a map link. The receptionist sends tomorrow's arrival confirmations to guests who asked for them, five to ten at a time, checking for replies between batches.
Night. A guest whose flight was delayed writes at 23:40. The night porter sees it live and confirms a late check-in. Nobody carried the hotel phone home.
A travel agency runs the same way with consultants instead of shifts: each consultant owns the chats for their itineraries, and a colleague can step in when someone is on leave.
Which whatsappx.si features matter for travel and hospitality?
One inbox for every shift
All conversations on the property number in one list with search, unread counts and live updates. Whoever is on the rota signs in and continues.
Assign each enquiry to one owner
Hand a chat to the reservations manager, a tour consultant or the duty manager. Agents see only their assigned chats.
Guest documents in the thread
Photos, screenshots and PDF documents that guests send appear inline, so a flight confirmation or voucher stays next to the conversation.
Keyword auto-replies
Answer “check-in”, “directions” or “cancellation” automatically, and switch each rule off during peak season or renovation works. AI replies to guests are coming soon.
Knowledge base for property and package details
Write short articles on amenities or what a package includes, so teammates on any shift can search them by keyword and give guests the same answer.
Roles for seasonal staff
Owner, admin and agent roles, email invites with expiring links, and remove a member the day a seasonal contract ends.
How does a hotel or travel agency get started?
Create a workspace
Sign up with email and password or with Google, verify your email and name the workspace after the property or agency.
Connect the number guests already use
Scan the QR code from the WhatsApp or WhatsApp Business app on the reception phone, as for WhatsApp Web. A brand-new number should be used normally on the phone for 15–20 days before you connect it.
Invite the team and agree the rota
Send email invites to reservations, the front desk and consultants, choose roles and decide who signs in on each shift.
Add a few auto-replies and articles
Create keyword rules for check-in times and directions. Put longer answers, such as what a package includes, in the knowledge base.
Decide how confirmations are sent
Keep to batches of 5–10 messages, sent by a person to guests who opted in. If you expect higher volume, plan for a number on the official WhatsApp Business Platform, where Meta allows only approved templates outside the 24-hour window.
One reception phone, or a shared inbox?
| Feature | One phone at reception | whatsappx.si, QR-linked number | whatsappx.si, official API number |
|---|---|---|---|
| Who can reply | Whoever holds the phone | Every invited teammate, at once | Every invited teammate, at once |
| Shift handover | Hand over the phone | Sign out, sign in | Sign out, sign in |
| Assign a chat to one owner | No | Yes | Yes |
| Keyword auto-replies | Greeting and away messages only | Yes | Yes |
| Keeps the existing app number | Yes | Yes | No, needs a number registered on the Business Platform |
| Messages outside the 24-hour window | Free-form from the app | Free-form, as a linked device | Meta allows approved templates only |
| Phone must stay active | Yes | Used at least every 14 days | No |
| Meta per-message charges | No | No | Yes |
| Suited to | Guesthouse, one owner | Small hotel or agency, a few staff | Larger property or group, higher volume |
Linked devices work while the phone is offline but log out if the phone is unused for over 14 days (WhatsApp Help Center). On the Business Platform, only approved templates can be sent outside a customer service window (Meta for Developers). In whatsappx.si you can create templates and sync them with Meta; replies from the inbox are text messages. Using the same number in the WhatsApp Business app and on the Business Platform at once (coexistence) is not supported.
How do you cover guests 24/7 with a rota?
A rota works because the inbox lives in the browser, not on a device. Each person has their own login; the shift coming on signs in, the shift going off signs out, and the queue, assignments and unread counts are the same for both. For example, the day shift could own new booking enquiries, the evening shift arrival-day questions, and the night porter only assigned chats plus anything new, with auto-replies covering check-in hours at any time.
If the property later needs higher volume, Meta's official WhatsApp Business Platform is the route WhatsApp provides for it, and whatsappx.si can connect a Business Platform number too. Developers can also link a booking system to whatsappx.si through the REST API and outbound webhooks.
Frequently asked questions
Can multiple people use the same WhatsApp Business number at a hotel?
Does WhatsApp Web work if my phone is off, and does that apply to a reception phone?
Can I send itineraries and booking confirmations through whatsappx.si?
What is the 24-hour customer service window on WhatsApp?
Can my WhatsApp Business account be banned for using third-party tools?
Do I need guest opt-in before sending WhatsApp messages?
Related
Feature
Shared inbox
Answer customer WhatsApp chats as a team: one shared inbox with search, assignment, unread counts and live updates. Connect by QR code or the official API.
Feature
Team collaboration
Let several people reply from one WhatsApp number at the same time. Assign chats, set owner, admin and agent roles, invite by email and run multiple workspaces.
Feature
Keyword auto-replies
Keyword auto-replies for WhatsApp: answer common questions instantly on the number you already use, with an on/off switch and a run count for every rule.
Feature
Connect by QR code
Link the WhatsApp or WhatsApp Business number you already use by scanning a QR code, like WhatsApp Web. Recent chats sync and your team replies from one inbox.
Feature
Official WhatsApp Business Platform
Connect Meta’s official WhatsApp Business Platform inside whatsappx.si: Embedded Signup, number verification, several numbers and templates synced with Meta.
Feature
Knowledge base
Write your policies, prices and how-tos once as articles, then let every teammate find the right answer by keyword search while replying on WhatsApp.
Feature
API and webhooks
Send WhatsApp messages, list conversations and contacts, and receive incoming messages by webhook from your shared inbox. Bearer keys, signed webhooks, SSE.
Glossary
Linked device
A linked device is a companion (WhatsApp Web, desktop, tablet or another phone) connected to the WhatsApp on your primary phone, usually by scanning a QR code.
Glossary
Customer service window
The customer service window is a 24-hour timer on the WhatsApp Business Platform that opens when a user messages or calls you and allows free-form replies.
Use case
Clinics & healthcare
Let the front desk and doctors answer appointment questions on one WhatsApp number: shared inbox, assignment, keyword auto-replies and patient-privacy basics.
Use case
E-commerce
Answer order, delivery and product questions on WhatsApp as a team. Shared inbox, chat assignment, keyword auto-replies and webhooks for online stores.
Pricing
Pricing (USA)
Plans for the United States, billed in US dollars.
Bring your team into one WhatsApp inbox
Create a workspace, connect a number by QR code or the official API, and invite your teammates.