Tango & Cash, Remy, KIFF, Alaçatı 11 Beach, and Cherry On Top are venues with distinct concepts, operating at different times of day.
Utku Kutluay, who oversees these operations, explains that during peak seasons they had to manage hundreds of phone calls, WhatsApp messages, and Instagram DMs at the same time.
Each venue has a different guest profile.
The same team handles everything from brunch and beach reservations to evening restaurant service and nightclub events.
However, before working with Heyhotel, the biggest operational hurdle was the overwhelming communication traffic.
The Core Problem of the Operation
Especially during the summer season, phones rang nonstop while numerous reservation requests arrived simultaneously through WhatsApp and Instagram.
Yet the team could handle only one phone conversation at a time.
While one call was being answered, the others waited or were missed entirely.
Missed calls were not the only problem.
Critical details collected during reservations—such as allergen information, table preferences, or special requests—were entered manually and could sometimes be overlooked. On busy service days, even one missing reservation could affect the entire operation.
Why Heyhotel?
Utku Kutluay was not simply looking for a system that answered the phones.
They needed one platform capable of managing every guest communication channel—phone, WhatsApp, and Instagram—simultaneously, without missing a single request, while handling the reservation process end to end.
With Heyhotel AI, all guest communication was brought together under one operation.
Simultaneous Phone, WhatsApp, and Instagram Management
Today, Heyhotel AI does far more than answer phones at Tango & Cash, Remy, KIFF, Alaçatı 11 Beach, and Cherry On Top.
Phone calls, WhatsApp messages, and Instagram DMs are managed simultaneously.
Whichever channel guests use, they receive a response within seconds.
As a result, no request goes unanswered, even at peak times.
Reservations Are Now Recorded Thoroughly
Heyhotel AI does more than create reservations.
It also adds guests' allergen information, special drink requests, table preferences, and other notes to each reservation in full.
Because the information is transferred directly to the reservation system in use, errors caused by manual data entry are eliminated.
Automated Confirmation Calls and Waitlist Management
During busy periods, reservation management does not end once a booking is taken.
Heyhotel AI confirms reservations automatically.
When a cancellation occurs, it automatically calls guests on the waitlist based on suitable times and criteria, turning newly available capacity into reservation opportunities.
This allows the team to focus on the guest experience instead of constantly managing phone traffic.
All Conversations in One Panel
Phone calls no longer end when the call disconnects.
Through the Heyhotel Dashboard, the team can:
- Listen to every phone conversation
- Read conversation transcripts
- Track reservations and guest notes
- Manage the complete communication history from one dashboard
This visibility makes operations easier to control and helps sustain service quality.
Conclusion
For Utku Kutluay, Heyhotel AI is no longer just an AI that answers calls; it has become an operational teammate that manages guest communication for five different restaurant, beach club, and nightlife venues from one central point.
Today, thanks to the system:
- Phone, WhatsApp, and Instagram requests can be managed simultaneously.
- Missed calls and lost reservations are significantly reduced.
- Reservation notes are recorded in full.
- Confirmation calls and the waitlist are managed automatically.
- Every conversation can be reviewed later through its audio recording and transcript.
Utku Kutluay's summary of the process captures the transformation best:
"Only one person can answer a phone at a time. But thanks to Heyhotel AI, we can now respond to all of our guests simultaneously. No request ever slips through the cracks."