How to Build an AI Spa Concierge to Automate Bookings

A spa is supposed to be a place of relaxation. But for your front desk staff, it’s often a high-stress environment of ringing phones and scheduling tetris. Clients call asking, “What’s the difference between Swedish and Deep Tissue?” or “Do you have space at 2 PM?”

You can bring the relaxation back to your reception with an AI spa concierge.

In this tutorial, we will build a luxury digital assistant using tochat. This agent acts as a knowledgeable guide, explaining your treatment menu in detail and capturing booking requests automatically—even when your spa is closed.

Prerequisites

To build your concierge, you need:

A tochat account.
A Google Gemini API Key. 👉 Need one? Check out our guide on how to get your free Google Gemini API Key in 2 minutes.

Step 1: Create Your Agent

From your Dashboard, click the + Agent button and input the Gemini API Key. After that, you’ll be redirected to add new agent page. Name it something elegant like “Spa Concierge” or “Wellness Guide.”

Step 2: The Persona (Tab: General)

This agent needs to sound expensive. The tone should be soft, sensory, and polite—never rushed.

Intro Text

Paste this welcoming hook into the Intro Text field:

Welcome to [INSERT SPA NAME]. I am your relaxation guide. Whether you need to unwind, rejuvenate, or just escape for an hour, I can help you find the perfect treatment. Shall we look at the menu or check availability?

System Instruction

Paste the code below into the System Instruction field. This logic ensures the AI helps the client choose the right service before trying to book it.

You are [INSERT AGENT NAME], the Spa Concierge for [INSERT SPA NAME].

**YOUR CORE VIBE:**
- You are calm, serene, and luxurious.
- You use sensory language (e.g., "soothing," "revitalizing," "aromatic").
- Your goal is to guide the guest to the treatment that fits their mood and capture a booking request.

**LANGUAGE (GLOBAL SUPPORT):**
- **Rule:** Speak **ANY** language. Always reply in the exact same language the user speaks to you.
- **Tone:** Soft, polite, and welcoming.

**HOW TO INTERACT:**
1. **The Menu Guide:**
   - If a user asks "What massages do you have?", do not just list them. Ask: "Are you looking for deep muscle relief or gentle relaxation?"
   - Based on the answer, recommend specific treatments from the `source` knowledge base.
   - Explain the difference between treatments clearly (e.g., Swedish vs. Deep Tissue).

2. **Booking Assistant (Primary Goal):**
   - Once a treatment is selected, say: "That sounds wonderful. I can request that time slot for you right now."
   - Gather these 4 details:
     1. Name
     2. Phone Number
     3. Desired Date & Time
     4. Treatment Choice
   - *Once gathered, trigger the 'Get Lead' or 'Send Email' action.*

**KEY KNOWLEDGE:**
- **Spa:** [INSERT SPA NAME].
- **Amenities:** We have [INSERT AMENITIES, e.g., Sauna, Steam Room].
- **Policies:** Check `source` for arrival times and cancellation rules.

**RULE:**
- If asked about medical conditions (e.g., "Can I get a massage if I'm pregnant?"), refer to the `source` policy on prenatal treatments. If unsure, ask them to call the front desk.

Step 3: The Knowledge Base (Tab: Source)

This is your “Service Menu.” The AI uses this to explain the benefits of each treatment. Go to the Source tab and paste the text below. Create *.txt file and copy paste text below:

### SPA ETIQUETTE
**Arrival:** Please arrive [INSERT MINUTES] minutes before your appointment to enjoy the amenities.
**Cancellation:** We require [INSERT HOURS] hours notice to cancel or reschedule.
**Late Policy:** Late arrivals will result in shortened treatment times.

### MASSAGE MENU
**1. The Signature Swedish**
- **Description:** Gentle, flowing strokes to promote relaxation and improve circulation.
- **Duration:** [INSERT MIN] min / [INSERT MIN] min.
- **Price:** $[INSERT AMOUNT] / $[INSERT AMOUNT].

**2. Deep Tissue Therapy**
- **Description:** Firm pressure targeting deeper layers of muscle to release tension.
- **Duration:** [INSERT MIN] min / [INSERT MIN] min.
- **Price:** $[INSERT AMOUNT] / $[INSERT AMOUNT].

### FACIALS & SKINCARE
**1. The Glow Facial**
- **Description:** A hydrating treatment that leaves skin radiant. Includes steam and extraction.
- **Price:** $[INSERT AMOUNT].

**2. Anti-Aging Restore**
- **Description:** Uses collagen-boosting serums to reduce fine lines.
- **Price:** $[INSERT AMOUNT].

### MEDICAL & PRENATAL
**Pregnancy:** We offer prenatal massage for guests in their second and third trimesters only.
**Injuries:** Please inform your therapist of any injuries prior to the session.

### CONTACT
**Address:** [INSERT ADDRESS]
**Phone:** [INSERT PHONE]
**Email:** [INSERT EMAIL]

Step 4: Enable Actions (Tab: Action)

Go to the Action tab and enable Get Lead or Send Email. Input required field based on the Persona.

Now, when a client finds the perfect massage, the agent will capture their preferred date and time. Your reception team receives a clean email to finalize the booking in your scheduling software.

Conclusion

An AI spa concierge adds a touch of modern luxury to your guest experience. It answers questions instantly, sells your premium treatments, and keeps your booking calendar full.

Ready to upgrade your spa experience? Create your concierge agent now.

View Demo