A WhatsApp AI agent for your travel agency: what it does and where it stops

Start with what customers ask. Travellers ask about package prices, visa requirements, what is included, flight timings, and changes to a booked trip. An agent answers all of that from your own information. Then give it the work travel agencies repeat every day:

1. Inquiry → specialist contact in 60 seconds — Bot collects destination, dates, and budget. Instantly sends to specialist while sharing destination highlights.
2. Itinerary, vouchers, and travel docs on WhatsApp — All travel documents shared via WhatsApp in one organised conversation.
3. Pre-trip checklist sent 7 days before departure — Packing list, forex tips, visa requirements, emergency contacts — all in one WhatsApp message.
4. Post-trip follow-up + "Where next?" offer — Return day: welcome home message. Day 7: "How was the trip?" Day 30: next destination suggestion.

The agent runs these on WhatsApp in the customer's language, day and night, and writes what it did back to the contact record so staff see the full history.

1. Packages — itineraries, inclusions, exclusions, prices, departure dates.
2. Destination notes — seasons, what to pack, local customs, written by your team.
3. Visa checklists by destination.
4. Policies — payment schedules, cancellation rules by supplier type.
5. Emergency process — duty contacts and when to use them.

An AI agent is only as accurate as what you give it. On Reputoo it answers from your knowledge base — pages crawled from your website, documents and price lists you upload, and policies you write down — rather than from general knowledge. Two rules keep it right:

• If it is not in the knowledge base, the agent says it will check and hands over, rather than guessing.
• Prices, timings and policies live in one place. Update the source and the agent's answers change with it.

It also needs to see the records your travel agency already keeps — what to connect: A booking system or CRM with trips and travellers; itineraries and documents should come from there.

"Family of four, two kids aged 6 and 10, Singapore in May, around 3 lakh, like Universal Studios" — the agent turns that into a complete quote request, suggests matching ready packages, and hands the custom request to an agent with everything needed.

These are the moments customers remember, and they are worth a human:

• Travel inquiries require fast response to convert.
• Trip information scattered across WhatsApp and email. Flight PNR, hotel voucher, activity bookings, travel insurance — in different chats and emails. WhatsApp organises it all.
• Post-trip follow-up never happens. Traveller returns from Thailand. Amazing trip. Nobody followed up with "Where next?" They book their next trip with someone who did.

The agent can open each of these conversations and collect the details; a person should close anything involving a complaint, an exception to policy, or money that has not been agreed. Handover goes to the shared inbox with the full conversation attached.

The same agent that answers on WhatsApp can answer your travel agency's phone line as Vajra, Reputoo's voice agent, so a customer who calls gets the same answers as one who messages. It speaks 36 languages and switches to the caller's.

The agent resends documents, answers "what time is my pickup?", explains the payment schedule and sends links, all from the booking. Changes go to the agent.

Any sign of an emergency — missed flight, stuck at the airport, lost passport, illness — alerts the duty person with the booking immediately, and for medical or safety issues the agent gives local emergency numbers first.

The agent replies in the traveller's language across 36 languages — useful for inbound tourists and multilingual families.

Enthusiastic about destinations, precise about details. Travellers want inspiration and certainty in equal measure.

1. Load packages, destination notes, visa checklists and policies.
2. Start with enquiries and document resends.
3. Review conversations daily with the sales team.
4. Keep package prices and dates current weekly.

The agent asks the right questions for honeymoons and anniversaries — dates, style, budget, special touches — suggests matching packages, and passes custom requests to a specialist agent.

For fixed departures, the agent answers dates, seats, inclusions, pace and any age or fitness guidance you publish, takes bookings with a deposit link, and hands medical questions to an agent.

"Is Kashmir good in March?", "what should I wear in Dubai?" — the agent answers from destination notes your team wrote, with honest seasonal cautions.

The agent tells travellers how long a quote is valid and that fares may change at booking, and re-prices through an agent when a traveller returns after the quote expired.

The agent explains insurance plans and forex options you offer, and adds them to the booking. It never interprets policy coverage beyond the plan document.

The agent sends deposit and balance links, confirms payments and sends receipts. Refunds and cancellation charges are handled by agents under supplier rules. It never asks for card numbers, PINs or OTPs.

Passports, visas and itineraries are shared only with the traveller or the group organiser who booked. Anyone else asking about a traveller's whereabouts is refused politely.

Before departure, the agent answers baggage allowance from the ticket, web check-in timing, transfer pickup time and documents to carry, and sends the checklist.

For quick domestic trips, the agent can check package availability, confirm hotels and send a payment link without an agent, and hands custom changes to an agent.

For group bookings, the agent works with the organiser: rooming lists, payment status per traveller, and documents, while individual travellers get their own tickets.

The agent explains the change and cancellation rules for the booking — which depend on airline and hotel terms — and passes requests to the agent with the booking attached.

A month of conversations shows which destinations people ask about, what budgets they have and what makes them hesitate — inputs for next season's packages and pricing.

For visitors to India, the agent answers in their language, explains tours, visa-on-arrival or e-visa basics as published, local customs and safety tips from your notes, and hands custom itineraries to your inbound team.

Travellers ask about room types, views and facilities. The agent sends photos and details from the package's hotel information and asks an agent to source more when needed.

When a traveller is ready for a custom quote or has a problem, the agent hands over with a summary — destination, dates, travellers, budget, preferences, booking reference — so the agent starts informed.

Tell the agent your agency's personality — adventurous, luxurious, family-friendly — and read conversations weekly to keep it on voice.

After return, the agent asks how the trip went, passes problems to the agent to raise with suppliers, and records preferences for next time.

For corporate clients, the agent takes requests from the travel desk — traveller, dates, cities, policy limits — and passes them to the corporate team, confirming receipt instantly. Employees get their own tickets and updates.

For older travellers, the agent explains pace, walking involved, wheelchair assistance at airports, and medical-support arrangements as your tour sheets describe them, and hands health questions to an agent.

Read the agent's handovers weekly with the team: destinations it could not answer, packages that need updating, emergencies and how fast they reached the duty person.

Before departure, the agent tells travellers how to reach help abroad — the duty number and this chat — and what documents to keep on their phone offline.

The agent tells enquirers when quotes are prepared and tells travellers on trips that help is available at any hour through the duty person.

For travellers with visa appointments, the agent sends the date, time, address and document list, reminds them the day before, and records the outcome the traveller reports. Decisions and delays are the embassy's; the agent says so plainly.

When travellers share trip photos, the agent thanks them and asks whether the agency may use them for future travellers, recording the answer.