Skip to main content
You are here: Tips and Tricks!

Avoid HostBuddy AI From Approving Early Check-In/Late Check-Out

We want to make sure the AI never approves extensions on its own. Here are the best ways to stay in control:

1. Write Clear Instructions under SOP

  • Be very direct in your SOPs or property profile.

  • Use strong language like:

    • “DO NOT approve early check-in requests.”

    • “ALWAYS reply that you’ll check availability with the host.”

  • Important: Avoid vague wording like “HostBuddy should not respond.” The AI understands strict commands better than polite requests. Phrases like “please notify the host” should not be part of your SOPs. Instead, add those instructions under Action Item Settings.

  • Note on Conflicting Resources:
    Sometimes your SOP may not work as expected because the AI is getting mixed signals. Too many past conversations, multiple conflicting SOPs, or extra notes from your PMS or guides can contradict your single SOP and cause it to be overridden or ignored. When this happens, it’s often the reason you’ll need to move to the next option, Step 2.

Examples of Clear SOP

Examples of Conflicting SOP

Downside: Sometimes, even with strong instructions, the AI might still copy past conversations if conversation history is enabled.

2. Block Extension Requests using Topics to Avoid

  • Add “early check-in” and “late check-out” under Topics to Avoid.

  • This completely stops the AI from replying to these requests.

  • Strong option if you want to make sure only you decide on extensions.

Downside: The AI will not send any filler response at all. Guests won’t get a “let me check with the host” message, just silence.

3. Turn Off Conversation History (last resort)

  • Conversation history is often where the AI learns to approve requests, since it copies what’s been done before.

  • Turning it off makes the AI follow only your property profile and SOPs.

  • This is very effective for controlling extension requests.

  • Tip: Save key details first by copying them from conversation history into your property profile, then disable it.

Downside: You lose the benefits of conversation history, like tone matching, continuous learning, and richer guest context.

Think of this as a ladder: start with the simplest, most effective step and only move to the next if needed. Each step has trade-offs, so it’s about choosing the option with the least downside for your situation. First, write strong SOP instructions — this usually fixes the issue if done correctly. If the problem continues, you can choose between two paths: block extension requests in Topics to Avoid (Option 2), which keeps conversation history but means you’ll need to step in when HostBuddy doesn’t respond, or disable conversation history (Option 3), which is very effective but removes the benefits of history for all reservations.