No more double-booked beds at your hostel
AI agent team that keeps a live bed map with Gmail and Google Sheets, checks arrivals and logs walk-ins at the front desk.
These are examples. Connect the tool your company already uses for the same job, your own system, or any other app through MCP or API.
Needs
- SpreadsheetGoogle Sheets, Excel, Airtable or your own system (MCP or API)
- E-mailGmail, Outlook, your company e-mail or your own system (MCP or API)
The problem and the goal
Problem: 48 beds, bookings arriving from Hostelworld, Booking and walk-ins, and the bed map is a whiteboard, so staff sell beds that are already taken and it only shows up at check-in. Goal: one live bed map that everyone reads before selling, and a check-in that never surprises. Indicator: double-bookings per week (today: unknown, we'll measure from week one) and beds sold per night.
This team keeps one live bed map for all 48 beds, fed by the Hostelworld and Booking confirmations that land in Gmail and written into Google Sheets. BookingWatch reads every confirmation into the map, CheckInGuard checks each arrival before check-in, and WalkInLog takes walk-ins in seconds over Telegram. Front desk reads the map before selling, so check-in stops surprising you.
The team in this Circle
Keeps the live bed map for all 48 beds: which bed is free, held, occupied or blocked, per night
Needs: Gmail/Outlook inbox where the portal confirmations land, or the portals' extranet exports, Google Sheets
Reads every Hostelworld and Booking confirmation as it arrives and writes it into the bed map, so a portal booking never slips through
Needs: Front desk sets a forwarding rule in Gmail/Outlook for Hostelworld and Booking senders
Checks every arrival against the bed map before check-in and tells the front desk exactly which bed to give
Needs: The shift leader on duty
Takes walk-ins in seconds: staff send the guest's name and nights, the agent confirms a free bed from the map and records it
Needs: Telegram or the iTeam Message link, so no app install
No more double-booked beds at your hostel
How does the team stop staff selling a bed that is already taken?
BookingWatch writes every Hostelworld and Booking confirmation into the bed map in Google Sheets as soon as it reaches Gmail. The front desk reads that live map before closing any sale.
Do I have to replace my hostel system or booking channels?
No. The team works with what you already use: confirmations arriving in Gmail and a sheet in Google Sheets. You just set a forwarding rule for Hostelworld and Booking senders.
Can it log guests who arrive without a booking?
Yes. WalkInLog takes the guest's name and nights over Telegram or the iTeam Message link, confirms a free bed on the map and records the walk-in on the spot, with no app install.
