Private dining leads arrive with different levels of detail. One person has a date and guest count; another is comparing venues for an event months away. The next response should reflect what is missing.
This is a proposed workflow to configure and test with your business. It does not assume that Dots already has access to your sales systems.
Move each inquiry toward a clear decision
Define the result, the records the agent should use, and who owns the decisions. Keep the opportunity state in a shared tracker your team can inspect, with stable IDs, current sources, and the next action.
Prepare the information Dots needs
Event inbox
Inquiry forms and email threads, including the assigned salesperson and last response.
Room information
Seated and standing capacities, accessibility details, layouts, and approved descriptions.
Commercial rules
Menus, minimum spend, fees, deposit requirements, cancellation terms, and proposal validity.
Availability
A reliable event calendar or a current staff-confirmed availability report.
Verify app access before assigning work. Configure recurring tasks explicitly. Define action permissions before sending or changing records.
If a needed connection is unavailable, use an approved export for research and draft preparation. Keep source timestamps visible and require a current system check before an action depends on price, availability, or status.
Build the agentic workflow
1. Create one event record
Combine duplicate form submissions and emails into a single opportunity. Preserve the requested date, party size, occasion, budget, and decision deadline.
2. Ask for the missing essentials
Have Dots identify the smallest set of questions needed to suggest a room and package. Avoid sending a full questionnaire when the conversation already contains the answer.
3. Prepare a matching proposal
Select options from current approved packages and flag anything outside room capacity or pricing rules. Distinguish a preliminary option from confirmed availability.
4. Follow the decision
Set the next action around the prospect’s stated timing. If a date changes, recheck the calendar and proposal; do not reuse an expired availability statement.
5. Hand off the confirmed event
After staff confirms booking conditions are met, assemble the event brief for operations. Close outstanding follow-ups and record unresolved dietary or setup questions.
A worked example
Illustrative scenario; this is not a reported customer result.
A prospect changes a 30-person dinner to a 50-person reception. Dots identifies that the original room and seated menu no longer fit, prepares a revised option, and asks the events manager to confirm the new arrangement.
A starter instruction for your dot
Review new private dining inquiries and maintain one record per event. Identify missing date, guest count, budget, and room requirements. Draft suitable responses and proposals using our approved packages.
Do not promise availability, alter terms, or mark a booking confirmed. Highlight proposals awaiting a decision and changes that require staff review.
For a repeating check, add a time, time zone, end date, and where results should arrive. Ask for confirmation that the schedule was saved. Define which exceptions deserve a notification and when the workflow should stop.
Measure the commercial result
Measure response time, qualified inquiries, proposals, confirmed bookings, and expected event contribution. Record why opportunities are lost, including date conflicts, capacity, budget, or a lack of follow-up.
Keep the handoff clear
A positive reply is not necessarily a reservation. Use the restaurant’s actual confirmation rule, including any required contract or deposit, and ensure staff controls changes to it.
Begin with a small, reviewable pilot. Inspect the records and actual outcomes before expanding its scope. Give the agent enough authority to complete the agreed work, with clear ownership of exceptions.
Talk to Looski about this workflow. We can help map the data, integrations, decisions, and measurement before implementation.
Frequently asked questions
Can Dots confirm a private dining booking?
Only if the connected systems support the action and the business explicitly authorizes a defined process. A draft proposal or tentative calendar entry should never be reported as a confirmed booking.
What if the event calendar is not connected?
Use a current export for preparation and require a live staff availability check before sending a firm offer. Label the export date so outdated availability is visible.