Top 10 Automation Workflows Every Hospitality Business Needs

KMS Blog| Hospitality Strategy Lab| Strategy

September 05, 2025•2 min read

Restaurants and bars run on crazy-thin margins. Staff is busy, owners are stretched, and too much energy gets wasted on repetitive tasks. That’s where automation earns its keep. The right workflows reduce human error, save labor, and keep guests engaged — all without adding headcount.

Here are ten automation workflows every hospitality business should have in place in 2025.

1. Missed Call Text-Back

Capture lost phone calls with an instant SMS.
Example: “Sorry we missed your call at The Copper Mug. Want to book a table or see tonight’s specials?”
Ensures no guest slips through the cracks.

2. Review Requests

Automatically trigger after a visit.
Positive reviews go public; negative feedback gets routed privately.
Builds reputation without staff chasing guests.

3. Birthday & Anniversary Campaigns

Collect dates at signup and trigger personalized offers.
“Happy Birthday! Come celebrate with a free dessert and glass of bubbly.”
Keeps the bar top full with meaningful touches.

4. Event Reminders

AI segments guests by interests (jazz, sports, trivia nights).
Event-specific reminders sent only to the right groups.

5. Lapsed Guest Reactivation

If a guest hasn’t visited in 45 or 90 days, trigger a special invite.
Keeps the database alive and reduces churn.

6. VIP Recognition

Top spenders flagged automatically.
They get early access to menus, premium invites, or complimentary perks.

7. Table Confirmation & Upsell

Reservation booked → confirmation SMS with a subtle upsell.
“See you Friday at 8pm. Want to pre-order a Negroni pitcher for the table?”

8. Post-Visit Survey

Short 1–2 question survey sent automatically.
Feeds data into KPIs on guest experience and service.

9. Redemption Tracking

Links or QR codes track who used offers and when.
Helps calculate true ROI without messy spreadsheets.

10. Staff Scheduling Nudges

Shift confirmations and reminders sent automatically.
Reduces no-shows, saves manager time.

Automation doesn’t replace hospitality — it supports it. By taking the busywork out of operations, owners and staff can focus on what matters: creating experiences worth coming back for.

Jason Littrell

Jason Littrell is a world-class hospitality consultant, award-winning bartender, and founder of Hospitality Strategy Lab. With years of experience working at renowned venues like Death & Co in Manhattan and advising top-tier hospitality brands, Jason has a deep understanding of what it takes to create unforgettable guest experiences and profitable bar programs. As a pioneer in the use of AI, automation, and behavioral psychology in hospitality, he’s passionate about making advanced tactics accessible to operators who want to stay ahead in this fast-paced industry. Through his podcast, Jason interviews industry leaders, tech innovators, and behavioral science experts, providing actionable insights and strategies to help you elevate your hospitality game. Whether you’re a bar owner, restaurant manager, or hospitality operator, Jason’s engaging approach and wealth of knowledge make Hospitality Strategy Lab your go-to resource for mastering the art and science of exceptional service.

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