Quick check
Guess first, no penalty. A guest's passport number and card details are in your email thread. A coworker wants a quick summary from a free AI chat tool. What do you do?
Guest data is private. That includes names, room numbers, passport and ID numbers, card details, phone numbers, email addresses, and any health or dietary note tied to a person.
A prompt is the message you type into the tool. Once you paste guest data into a chatbot (a program that answers typed messages), you can't control where it goes next. So leave the details out before you paste. Your hotel's rules come first, and the lesson after this one covers which tools you may use.
A worked example
Here is a guest thread with the personal details removed. Summarize it in three lines for the shift notes: the request, what we agreed, what is still open.
Use "the guest" and "the room" only. Don't guess any missing detail.
Thread: The guest in the room asked for a late checkout on Sunday. We said we would check with the manager. No answer yet.Your turn
Fill the gaps
Fill each gap so the tool gets the facts and no personal details.
Prompt
Here is a guest thread with the personal details . Summarize it in for the shift notes. Use "the guest" and "the room" . Don't guess any .
Try it
Your steps, about 2 minutes
- 1.Take a guest thread from your last shift. Write the same summary request with names, phone numbers and room numbers removed first, and save the request in a note you keep.2 min