Recommended Structure
Organize your knowledge base into clear categories. Here’s a proven structure that works well for most hotels:
Hotel Knowledge Base
│
├── 1. OVERVIEW
│ ├── About the Hotel (location, concept, awards)
│ ├── Hotel Fact Sheet (quick reference)
│ └── Contact Information
│
├── 2. ACCOMMODATION
│ ├── Room Types and Capacities
│ ├── Room Amenities
│ └── Check-in/Check-out Policies
│
├── 3. DINING
│ ├── Restaurant Overview
│ ├── Each Restaurant (name, cuisine, hours, dress code)
│ └── Bars and Lounges
│
├── 4. FACILITIES
│ ├── Spa & Wellness
│ ├── Pools and Beach
│ ├── Fitness Center
│ └── Kids Facilities
│
├── 5. ACTIVITIES
│ ├── Daily Activities Schedule
│ ├── Sports and Recreation
│ └── Entertainment Program
│
├── 6. SERVICES
│ ├── Concierge Services
│ └── Transportation
│
└── 7. PRACTICAL INFO
├── FAQ (Top 20 Questions)
├── Directions and Transportation
└── Hotel Policies
You don’t need to create all of these at once. Start with categories 1-3 (Overview, Accommodation, Dining) and add the rest over time.
| Element | How to Write | Example |
|---|
| Times | Use consistent format | ”09:00 - 22:00” or “9 AM - 10 PM” |
| Prices | Always include currency | ”€50 per person” not just “50” |
| Locations | Be specific | ”Ground floor, next to lobby” |
| Contact | Full details | ”Extension 100” or “+90 232 XXX XXXX” |
| Capacity | Clear numbers | ”Maximum 2 adults + 1 child (up to age 12)“ |
One Topic Per Document
Don’t combine unrelated topics in a single document. Your receptionist searches for relevant information by topic — mixing topics makes it harder to find the right answer.
