Ten roles of a typical small venue, with the weekly hours of each task and an honest line between what AI agents do, what needs setup and what stays with people.
In a small hotel or restaurant the kitchen, the floor and housekeeping are physical work, so they stay with your people and are not on this chart. The admin and guest-facing layer is where AI agents help: the same questions about hours, menus, availability and delivery arrive all day on several channels. Hosts, managers, the owner and the accountant keep the judgement, the relationships and everything to do with money, tax and the law.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Guest satisfaction and repeat visits · Profitability of the venue · Service standards and team stability
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Set the concept, menu direction and pricingBrand, guests and margin are a judgement call. | 8 | Person | — |
| Walk the floor and kitchen and hold the quality standard | 9 | Person | — |
| Negotiate with suppliers, landlord and partners | 5 | Person | — |
| Approve budget, payroll and tax decisions with the accountantAccounting, payroll and tax are not covered by the platform. | 5 | Person | — |
| Meet key guests and settle serious complaints personally | 4 | Person | — |
| Interview and approve key hires | 3 | Person | — |
| Read the weekly summary of what guests asked and what went unansweredNeeds an agents balance and a person to run or schedule it; it only reads and reports. | 2 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Check chat volume, orders and AI cost by channelSales figures come from orders recorded in chats, not from the till. | 2 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
What AI agents handle: Agents write a weekly summary of what guests asked and what went unanswered, and report orders and chat volume by channel. They set no direction and touch no money decisions.
What stays with the person: Concept, menu, pricing, standards, partners and every financial and hiring decision stay with the owner.
What a manager tracks: Service speed and guest complaints per shift · Schedule coverage and overtime · Response time on escalated guest chats
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Hold pre-shift briefings and train the team on standards | 5 | Person | — |
| Supervise service on the floor and fix problems livePhysical, in-the-moment work on the floor. | 12 | Person | — |
| Build the staff schedule and arrange shift swapsShift and timesheet administration is not covered by the platform. | 5 | Person | — |
| Settle guest complaints that were handed over from chatsThe assistant flags the chat; the manager decides on any compensation. | 4 | Person | — |
| Close the day: cash-up, incident log and handover notes | 4 | Person | — |
| Flag guest chats that need a person and hand them over to staffThe assistant hands over only in the cases its instructions describe; define them first. | 4 | MyChatBot does it | Hand a chat to a human operator |
| Review how staff answered handed-over chatsScores finished handoffs in batches; the manager coaches from the results. | 2 | MyChatBot does it | Review conversations and score human managers' replies |
| Prepare the day briefing from calendar, urgent email and newsNeeds Gmail, Google Calendar and a routine built with Claude or Codex; the briefing stays in the app. | 2 | Possible with setup | Brief the day from calendar, urgent email and news |
What AI agents handle: Agents answer routine guest chats, hand the ones that need a person to the team and score how handed-over chats were answered. Once a person sets it up, a scheduled routine can compile the morning briefing.
What stays with the person: Running the floor, the schedule, the team and every complaint that needs a decision stay with the manager.
What a manager tracks: Share of requests answered within minutes · No-shows and booking conflicts · Booking requests that become confirmed reservations
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer routine questions about hours, location, menu and eventsAnswers are grounded in the FAQ and documents you load; send allergy questions to a person. | 5 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Reply to foreign guests and tourists in their own languageFollows the guest's language; answers still come from the content you loaded. | 3 | MyChatBot does it | Reply in the customer's own language |
| Book free table slots and room nights in chat; move or cancel on requestModel tables or rooms as staff columns and services; there is no party-size, seating-plan or property-system logic. | 7 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Answer inbound booking and enquiry calls on the number you connectNeeds a SIP trunk or Twilio number, and the channel starts switched off. | 3 | MyChatBot does it | Answer inbound phone calls with an AI voice assistant |
| Nudge guests who went quiet on a booking request or event enquiryNeeds a status or label you define and a person to publish it; a reply stops it. | 2 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Quote and confirm large groups, banquets and private eventsMenus, deposits and layout are agreed person to person. | 5 | Person | — |
| Manage seating, walk-ins, table turns and special requests | 6 | Person | — |
| Greet guests, check them in and run the host desk in person | 8 | Person | — |
What AI agents handle: Agents answer routine questions on the connected channels, book free slots on the calendar, answer calls on a connected number and, once a sequence is published, nudge guests who went quiet. They reply in the language the guest writes in.
What stays with the person: The person welcomes guests, seats them, handles groups and events, decides every exception to the booking rules and tells guests when a booking is changed by hand.
What a manager tracks: Order accuracy and corrections · Time from order to handover · Delivery complaints
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Take takeaway and delivery orders in chat with items, extras and addressMenu, order fields and prices are set up first; the assistant never marks an order as collected. | 9 | MyChatBot does it | Take an order in chat and record it in Orders |
| Answer menu, price and ingredient questions while the guest ordersAnswers come from the last menu sync; keep prices and descriptions current. | 5 | MyChatBot does it | Find and recommend products from your catalog or a photo |
| Send a payment link for prepaid ordersNeeds your own Stripe account; refunds are issued in Stripe by a person. | 2 | MyChatBot does it | Send a checkout or payment link to close the sale |
| Check new orders against kitchen load and confirm pickup or delivery time | 5 | Person | — |
| Dispatch couriers and track deliveries to the doorCourier routing and tracking are not covered by the platform. | 8 | Person | — |
| Fix order mistakes, missing items and refund requests | 4 | Person | — |
| Keep the stop-list, delivery zones and menu sheet currentThe assistant reads the sheet you maintain; it does not know the kitchen ran out. | 3 | Person | — |
| Follow up with guests who started an order and went quietNeeds a status or label you define and a person to publish it; a reply stops it. | 2 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
What AI agents handle: Agents answer menu questions, collect items, extras, phone and address, record each order and send a payment link when prepayment is on. Once a person publishes a follow-up sequence, they nudge guests who went quiet mid-order.
What stays with the person: The person checks kitchen capacity, confirms times, dispatches couriers and corrects mistakes and refunds.
What a manager tracks: Reach and engagement of posts · Booking and order requests coming from social · Consistency of the posting calendar
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the week of posts: formats, topics and hooksNeeds an agents budget; delivers a paste-ready plan with captions, and does not schedule or publish. | 3 | MyChatBot does it | Write a 7-day content plan with captions |
| Write captions, hooks and variants for dishes, events and offersNeeds an agents budget; attach your menu or FAQ as knowledge so the voice stays on brand. | 5 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Re-stage your own dish photos with new light and backgroundsEach edit draws from the agents balance; start from a sharp, well-lit photo of the dish. | 3 | MyChatBot does it | Put a product photo into a new scene or white background |
| Shoot photos and videos of the dishes, the rooms and the teamReal dishes and real rooms; no tool acts in the physical world. | 9 | Person | — |
| Publish finished posts to the venue's social accounts on scheduleNeeds connected accounts, a posting token as a custom connector and a plan that includes it. | 3 | Possible with setup | Publish finished posts to social accounts on a schedule |
| Reply to comments under posts and move real requests to direct messagesOn Instagram the private message arrives as a request the guest must accept. | 4 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Arrange partnerships, local bloggers and event promotions | 8 | Person | — |
| Review what worked and adjust the content plan and offers | 3 | Person | — |
What AI agents handle: Agents draft the weekly plan and captions in your voice, re-stage your own dish photos and answer comments with a follow-up in direct messages. With a connector set up, they can also publish finished posts on schedule.
What stays with the person: The person shoots the real material, builds partnerships, approves what goes public and decides the offers.
What a manager tracks: Guest ratings and tone of reviews · Complaints settled without escalation · Time to first reply to a guest message
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer guest messages in Instagram direct messagesNeeds a business or creator account linked through Meta; access can expire and need reconnecting. | 5 | MyChatBot does it | Answer customer questions in Instagram DMs |
| Reply to routine guest emails about events, opening hours and general feedbackWorks from a connected Gmail inbox; complaints and lost-property cases need a person via hand-off rules. | 4 | MyChatBot does it | Reply to customer emails from a shared Gmail inbox |
| Ask guests who booked in chat for feedback after their visitNeeds self-scheduling on and instructions to queue it at booking; WhatsApp needs a template after the window. | 2 | MyChatBot does it | Schedule a reminder or call-back to a customer in the chat |
| Keep guest cards current with allergies, preferences and occasionsFields, labels and statuses are created first; the assistant fills them during chats. | 3 | MyChatBot does it | Qualify a lead and set its labels and funnel stage |
| Invite regular guests to tastings and events by messageA person sets audience and send; only some channels reach guests who never wrote; use consented contacts. | 2 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Write personal replies to public reviews on Google Maps and review sitesGoogle Business Profile is not described in the product docs; the person replies there. | 5 | Person | — |
| Settle complaints in person or by phone and decide on compensation | 8 | Person | — |
| Plan special occasions and VIP welcomes with the floor and kitchen | 8 | Person | — |
What AI agents handle: Agents answer routine direct messages and emails, can queue a feedback message after a visit, keep guest cards up to date with allergies and preferences, and write the invitations when your team launches a campaign to regulars.
What stays with the person: The person writes the public review replies, settles complaints and creates the personal gestures that make a guest return.
What a manager tracks: Stock-outs and waste · Supplier delivery reliability · Purchase cost against the menu plan
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Count stock and reconcile it with the kitchen and barPhysical counting; no warehouse tool exists in the platform. | 8 | Person | — |
| Receive deliveries and check quality, weight and dates | 8 | Person | — |
| Negotiate prices and terms with suppliers | 5 | Person | — |
| Place purchase orders and confirm delivery windows | 5 | Person | — |
| Triage the supplier inbox and draft replies for reviewNeeds Gmail connected; it saves drafts only, and the never-send rule goes in its instructions. | 3 | Possible with setup | Triage the inbox and draft replies |
| Search the web for alternative suppliers and list their offers in a sourced tableEvery fact comes with a source link; a person verifies prices and terms. | 3 | MyChatBot does it | Research leads or candidates into a sourced table |
| Spot-check the menu sheet for missing prices, photos and descriptionsIt samples 10 to 15 items and only reads; a person applies the fixes. | 2 | MyChatBot does it | Audit the product catalog for missing prices and photos |
| Read the weekly digest of orders and chats to plan purchasesShows MyChatBot orders and chats only, not till, stock or accounting data. | 3 | Possible with setup | Email yourself a weekly digest of pipeline, chats and orders |
What AI agents handle: Agents search for alternative suppliers into a sourced table, spot-check the menu sheet for gaps and, once set up, draft supplier replies and email a weekly digest of orders.
What stays with the person: Counting, receiving, negotiating and placing orders stay with the person, because they are physical or depend on a relationship.
What a manager tracks: Accuracy and timeliness of the monthly close · Filings and payments made on time · Cash position visible to the owner
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Record sales and expenses and reconcile the bank accountsBookkeeping and reconciliation are not covered by the platform. | 9 | Person | — |
| Run payroll and staff pay, including shifts and tipsPayroll is not covered by the platform. | 6 | Person | — |
| Prepare and file tax returns and VAT reportsTax filing is not covered by the platform. | 6 | Person | — |
| Pay suppliers and manage cash and card settlements | 4 | Person | — |
| Close the month and report results to the owner | 5 | Person | — |
| Compare chat orders and online prepayments with the till and the bank | 3 | Person | — |
| Log online prepayments from Stripe into the revenue sheetNeeds Stripe and Google Sheets connected; the accountant books the totals, not the routine. | 3 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| File supplier invoice and receipt emails into the expenses sheetGmail events are checked about every 15 minutes; no accounting system is involved. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
What AI agents handle: Once set up, routines can log online prepayments and invoice emails into spreadsheets so the accountant starts from a tidy list. They do not post entries or keep the books.
What stays with the person: Bookkeeping, payroll, tax, supplier payments and the monthly close stay with the accountant.
What a manager tracks: Time to fill an open position · Share of new hires who finish the trial period · Staff turnover
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Search the web for candidate profiles and vacancies into a sourced tableProtected sites such as LinkedIn may block the browser; the table says so. | 3 | MyChatBot does it | Research leads or candidates into a sourced table |
| Review the candidate pipeline and draft follow-ups to those waitingNeeds the HR Recruiter (Work.ua) agent and candidates in your CRM; it drafts only, a person sends. | 3 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Answer candidates' routine questions about shifts, requirements and application stepsAnswers come from the vacancy descriptions and documents you provide. | 3 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Interview candidates and run trial shifts | 9 | Person | — |
| Make hiring decisions and agree start datesThe recruiter agent sources and drafts; decisions stay with people. | 3 | Person | — |
| Onboard new staff: documents, training, uniforms and accessOnboarding administration is not covered by the platform. | 7 | Person | — |
| Keep leave, timesheets and shift records in order | 5 | Person | — |
| Run check-ins with staff and handle conflicts and exit talks | 5 | Person | — |
What AI agents handle: Agents search for candidates into a sourced table, flag who is waiting for an answer with a drafted follow-up, and answer routine questions about vacancies.
What stays with the person: Interviews, trial shifts, hiring decisions, onboarding and conversations with staff stay with the person.
What a manager tracks: Timeliness and accuracy of reports · Decisions taken from the numbers · Coverage of channels and campaigns in the data
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Pull the weekly figures: chat volume, orders and revenue by channelSales figures come only from orders recorded in chats; currencies are not converted. | 4 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Review how staff handled escalated guest chatsScores finished handoffs in batches a few times a day. | 3 | MyChatBot does it | Review conversations and score human managers' replies |
| Summarise last week's guest questions and what went unansweredThe routine only reads; the analyst checks it against other sources. | 3 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Check which follow-up campaigns get replies and which stalledNeeds follow-up campaigns set up; a person decides which changes to make. | 2 | MyChatBot does it | Review which follow-up campaigns get replies |
| Pull post analytics and engagement trends from the social accountsNeeds the account key as a custom connector and a paid social plan; no ready report exists. | 3 | Possible with setup | Pull post analytics and engagement trends into a report |
| Combine till, booking and occupancy data into one pictureTill and property-system data sit outside the platform; a person brings them together. | 9 | Person | — |
| Forecast covers and occupancy for the coming weeksRevenue forecasting is not a documented capability. | 6 | Person | — |
| Explain the findings to the owner and propose menu, staffing or price changes | 8 | Person | — |
What AI agents handle: Agents compile channel, order and chat figures, review handed-over conversations and summarise what guests asked. With a connector, they can also pull social post analytics.
What stays with the person: Joining the till and booking data, forecasting and turning the numbers into a recommendation stay with the analyst.
Partly: in chat on the channels you connect, the assistant offers only free slots on the built-in calendar and books, reschedules or cancels on request, with room stays booked by the night, but it has no party-size or seating-plan logic and no property-management link. A person sets up tables or rooms as staff columns and services, the business timezone and the booking rules, and handles groups and events. The calendar sends no reminders, and if your team moves or cancels a booking by hand the guest is not told, so someone has to message them.
Yes. You load the menu as a product spreadsheet or feed and switch on the Orders integration, then the assistant collects items, extras, phone and address and records each order. It does not confirm kitchen timing, dispatch couriers or mark an order as collected, so your team does that. Prepayment by link needs your own Stripe account, and refunds are issued in Stripe by a person.
An AI voice agent can answer inbound calls on a number you connect through a SIP trunk or Twilio, book by voice and transfer a call to your number on a condition you define; a person switches the channel on, because it starts off. In chats it follows the language the guest writes in, while on calls it switches only between the languages you add. Google Business Profile messages and reviews are not covered, so your team replies there.
The assistant hands the chat to a person in the cases your instructions describe, such as a complaint, an allergy question or a request for a manager. The chat is flagged and, if Flight Control is linked, your Telegram group is notified; with automatic assignment switched on, a manager is picked by workload. You write those rules, and the person settles the issue.
Create an account, connect one channel and start with the roles where agents already cover the most hours.