Your hospitality AI workbook.

A short working session for you and your team, about 30 minutes. Don't just read it, fill it in. By the end you'll know where your hours go, what no-shows and missed calls are costing you, the prompts that sound like your venue, where your Award risk sits, and your first 90 days. Type straight into the boxes and save as a PDF, or print it and write on it.

The idea, in brief. Let AI and automation carry the repetitive admin: booking reminders, missed calls, first drafts, roster maths, supplier ordering. Keep the food and the hospitality firmly with your people. Lead with free tools and what's already in your POS, fix the biggest leak first, prove it pays, then add the next. Real Australian tools, honest numbers, a human on what matters.

1Time audit: where do your hours actually go?

For a week, jot the off-the-floor time, not the cooking and service. Rough hours are fine. The biggest leak is where you start.

The job (off the floor)	Hours / week	Worth automating?

My biggest leak to fix first:

2No-show and missed-call cost calculator

Put real numbers in. Seeing the figure makes the decision easy. Reminders plus a deposit on high-risk bookings typically cut no-shows 30 to 65 percent.

Average spend per head ($): No-show covers in a typical week (people): Roughly what no-shows cost a week (spend x covers $): And a year (weekly x 50 $): Calls we reckon we miss in a week (best guess): Turn on SMS reminders for every booking (Now Book It / SevenRooms). Add a deposit or card hold on large groups, weekends and events. Trial an AI phone agent for after-hours and overflow (Otto / AI-Menu).

3Your social and menu prompt pack

Lock your venue's tone in once, then reuse it. Paste these into ChatGPT or Claude, swap the details, and edit the draft. Always check facts and tone before posting.

Our tone in a few words (e.g. relaxed, warm, a bit cheeky): Menu description prompt (with our tone written in): Weekly special / event prompt: Review-reply prompt (happy and unhappy): Our weekly rhythm (who drafts, when, who checks before it posts):

4Rostering and Award compliance checklist

Wage theft is criminal in Australia since 1 January 2025, and penalty-rate slips are the biggest risk. Tick what's true, and note who's accountable.

We roster from our POS sales data, so staffing matches real demand. Our tool interprets the Modern Award penalty rates for us (Deputy / Tanda). Award and pay rates are kept current in the system. Clock-in hours flow to timesheets and on to payroll, with a sanity check each run. Rostering tool we use or will trial: Who stays accountable for getting wages right: Target wage cost as a share of sales (%):

5Your 90-day plan

Pick the one win that pays for itself, prove it, then add the next. One or two things per month is plenty. Note how you'll measure each.

Days 1 to 30 (usually the no-show and missed-call bleed): Days 31 to 60 (marketing rhythm, then rostering): Days 61 to 90 (join the tools to your POS, ordering and waste): How we'll measure it (no-show rate, calls caught, wage %, waste):

Your hospitality AI workbook.

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