's AI takes over manual front-end tasks.
AI Front Support uses AI and RPA (robotic process automation) to handle data entry, transcription, and searches that staff members would otherwise have to perform in the PMS. You can continue using your existing PMS as is; staff members simply need to verify the results.
's AI takes over the tasks you used to do manually on your screen.
For front desk data entry and transcription, staff members open the PMS screen and enter information one entry at a time while cross-checking documents and notes. AI Front Desk Support performs this task on behalf of the staff using the same screen and following the same procedures.
Until Now| By Hand, by Our Staff
Contact: Front Desk Staff
- Open the screen and search for a reservation
- Compare the documents and notes
- Enter them one by one
- Review and Confirm
Each item requires manpower and time, and oversights and mistakes are more likely to occur during busy periods.
With AI Front Support,
What's Next| AI Front Support
Responsible: AI (scanning and data entry) + staff (verification)
- AI reads the screen, verifies the information, and enters it
- Staff will review and confirm
- You can continue using your current PMS as is (no modifications or API integration required)
- It's up to the staff to decide
- If you stop, you'll have to go back to doing it by hand.
Are there any tasks like this still being done manually at the front desk?
- At the front desk, we process guest registration forms, verify passports, and enter information into the PMS one group at a time.
- "Customer Notes" and "Reservation Notes" are separate, so requests such as allergies or special occasions have to be copied down by hand."
- I’m entering names for each room while referring to the rooming list (Excel, PDF, or fax) sent by the travel agency.
- It can be difficult to find the names of international guests right away in the reservation system due to differences in spelling or the order of their first and last names.
Ultimately, this can be automated using AI.
Gradually automate manual front-office tasks.
We’ll start with a process where AI handles data entry and verification, and staff review and finalize the results. We’ll monitor processing accuracy and exception handling through operational logs, and once we have the facility’s approval and all necessary conditions are in place, we’ll expand the system to include automatic finalization for those tasks.
* The specific tasks we can handle will be determined after reviewing the interface and operational procedures of your PMS.
AI Front Support Activities
Watch this video to see how AI takes over manual tasks at the front desk.
You can also implement pre-check-in at
without incurring development costs on the PMS side.
To enter information collected during pre-check-in into the PMS, API integration with the PMS is typically required. With AI Front Support, however, the AI uses RPA (robotic process automation) to read from and write to the PMS interface, so no development on the PMS side is necessary.
Pre-Check-In
UPBOND
Normal: API Integration
Development on the PMS side is required; awaiting a response from the vendor
Read the Reservation
Enter Registration Information
AI Front-End Support: Reading and Writing from the Screen Using RPA
No development is required on the PMS side
PMS
Your System
Why You Can Try It With Confidence
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During implementation, it is standard practice for staff to review and approve the information.
AI handles data entry and verification only. Front desk staff are responsible for saving (confirming) the data. Automatic confirmation is limited to tasks agreed upon with the facility.
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Can be disconnected at any time
If you encounter any issues while using this feature, you can simply disable the setting to revert to manual entry at any time.
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Avoid Mixing Up Reservation Information
If the reservation number differs from what is expected, the AI will stop immediately. Be sure to close any open reservations, and review and verify the values you entered.
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Keep personal information within the company
The AI merely performs screen operations on your behalf; the system is designed so that it does not disclose your name or passport number to any external AI. Additionally, the operating environment is set up in-house.
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Let's Review the Contract Together
Before implementation, we’ll work with you to verify whether your PMS contract contains any clauses restricting automated operations. If there are any restrictions, we will not proceed with the implementation. Once an official API is made available, we’ll switch to that.
Implementation Process
6-Point Checklist
① Types of front-desk terminals
② Is it permissible to run input assistance tools on the terminals?
③ Input fields on the registration screen
④ Does the PMS contract contain any clauses restricting automated operations?
⑤ Can a separate login be created for bots? (If moving to unmanned operation)
⑥ Is there a test environment available?
Start of PoC
Once all confirmations are in, we’ll get started as early as the next business day. We’ll operate the equipment right in front of your staff, even for a single facility or a single task.
Decide within three months
Please measure the success rate and time required at your facility, and then decide whether to continue, expand, or discontinue the program.
We are seeking the first three companies to serve as our initial implementation partners.
Monthly 600,000 yen × 3 months
Usually 1.38 million yen per month
We offer a trial configuration of Travel FDE —
(0.2 person-months of FDE + 0.5 AI engineers).
Included Items
- Configuration and tuning at your facility by an on-site engineer (FDE)
- An input and verification system tailored to your facility's PMS interface
- Monitoring that detects changes to the screen and stops the process
- Operations Manual
- Report on Actual Success Rates and Time Required
(We are open to discussing pricing as well)
- * We will provide a separate quote for the product usage fee for advance check-in based on the number of facilities.
- * Unmanned operations without confirmed staff will be implemented in phases following safety checks. We cannot guarantee that this will be achieved within three months.
Frequently Asked Questions
Implementation and Contract
Are you really sure you don't need API integration with PMS or any modifications?
No, that's not necessary. You'll simply follow the same steps as the staff to navigate the PMS interface they use. You won't need to create a connection to the PMS or change any settings. Once the official API becomes available, you can switch to that as well.
Are there any issues with the PMS contract?
Before implementation, we will work with you to verify that there are no provisions in the Terms of Service or maintenance agreement that restrict automated screen operations. If such restrictions exist, we will not proceed with implementation.
Do you need new equipment or servers?
It runs on the front-end terminal you are currently using or on a single computer within your facility. No server installation is required. If you need head office approval to run the tool on the terminal, please consult with us regarding those specific requirements.
Which PMS systems are supported?
Any PMS that can be operated via a screen is a potential candidate. We will make a determination after verifying the differences in settings between your device, the screen, and each facility.
What happens if I want to quit?
If you stop using the tool, you'll revert to the original manual process. No PMS settings or connections will remain.
Security and Personal Information
Will customer information or passport information be shared with third parties?
Operations are conducted on the hotel’s terminals, and no images from the screen are transmitted outside the facility. The system is designed and operated so that names and passport numbers are not shared with external AI. Before implementation, we will also establish procedures to ensure that no personal information is left in logs or temporary files.
Will you be accessing credit card information?
We do not perform any settlement or payment transactions. Card information is excluded from being read or recorded.
Is it possible to track who made changes and when, after the fact?
You can use the AI-specific login to perform operations, and the system records when, for which reservation, and what actions were taken. You can review this information separately from staff operations.
Operations and Quality
When staff members are opening reservations, do their actions ever conflict?
Determine specific times for each facility—such as after nightly processing—when no one is likely to access the reservation screen, and operate the system accordingly. Do not attempt to force changes to locked reservations; instead, notify a staff member.
Aren't you worried about entering the information into the wrong reservation?
We verify the reservation number, name, and number of guests, and if they do not match, we do not enter the information. We review the entered values to confirm they are correct, and a staff member is responsible for confirming the save.
Can you handle variations in the spelling of foreign names?
Perform the match while taking into account differences in Romanized spellings and the order of first and last names. For cases where you cannot make a definitive determination, please provide the staff with a list of possible matches for confirmation.
What happens with same-day reservations or last-minute changes?
Reservations and changes made after a processing run will be included in the next processing run. We will ensure that the front desk can easily determine whether a reservation has been processed.
Won't it stop once the PMS screen changes?
If the screen looks different from what you expected, we'll stop the process right away and let you know. Even if we stop, we'll simply revert to the original manual process; it won't affect the PMS.
If we can't handle it properly, who will take care of it?
We will provide a list of reservations that could not be processed, along with the reasons. To avoid increasing the workload for on-site staff, we will determine the response procedures together during the PoC.
Why not reduce the manual work at the front desk
before the end of this fiscal year?
We are accepting the first three companies on a first-come, first-served basis as initial implementation partners. Please feel free to contact us to start with the six-point review.
Email: biz@upbond.io
Operator UPBOND Co., Ltd. 8F, Mansion 31, 6-31-15 Jingumae, Shibuya-ku, Tokyo Main Phone: 03-6275-0952 biz@upbond.io