How One of our Tour Operators Used CaptainBook's AI Assistant to Save Time and Money

One of our tour operator in the United States, offering guided experiences such as food, drink, and sightseeing tours, sought to improve how they handled customer inquiries. With a growing number of daily support questions, they were struggling to maintain speed and consistency — especially during high season.

To meet this demand without adding overhead, they turned to CaptainBook’s AI Assistant — our 24/7 sales and support tool designed specifically for tour and activity providers.

Check out what they had to say about us at Travolution.

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🎯 The Challenge

The operator received dozens of customer inquiries every day, ranging from questions about pickup points to pricing, dietary accommodations, and custom requests.

Handling this volume with a human-only team was becoming increasingly costly. Hiring and training additional staff wasn’t ideal, especially with seasonal fluctuations in demand. They needed a solution that could respond instantly, scale with their business, and reduce human workload without sacrificing quality.

CaptainBook's AI Assistant: turning conversations to conversions.

Our operator implemented CaptainBook’s AI Assistant on their website. Within seconds, the Assistant could:

Respond to any question using real-time availability and product data
Collect guest information like name and email for follow-ups
Escalate conversations to the operator when there were room for manual interaction
Send payment links and assist with bookings directly

No setup headaches — the Assistant learned from the operator’s live product listings and availability in minutes, and installed itself on their website without extra work.

📅 Yearly Impact

Over the course of a year, the AI Assistant is expected to handle approximately 21,000 conversations.

That translates to 420 hours of staff time saved annually.

These are hours the operator no longer needs to allocate to answering repetitive questions — freeing up time for more meaningful, high-impact interactions.

💰 Cost Savings

A U.S.-based support agent earns $25/hour, the operator avoids an estimated of $10,500 in annual support costs.

This is the equivalent of nearly three months of full-time support salary — saved simply by letting the AI Assistant handle routine customer interactions.

Conclusion

By implementing CaptainBook’s AI Assistant, this tour operator now saves over 420 hours of staff time and approximately $8,400 per year — without sacrificing response speed or customer satisfaction.

The Assistant runs silently in the background, handling the bulk of inquiries, escalating only when needed, and keeping the team lean. For growing operators managing high chat volume, this kind of automation is no longer optional — it’s a competitive edge.