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SMART HOSPITALITY · DIGITAL OPERATIONS

The venue that keeps
its own memory
Structured knowledge capture
for hospitality operators

We move what your best people know out of heads and binders and into one working system. It takes a single ninety-minute session, and Otto carries it onto the floor.A capture methodology plus a 21-domain hospitality ontology, turning tacit venue knowledge into machine-readable, AI-ready datasets. Otto, a retrieval-augmented companion app, delivers them to staff.

smarthospitality.solutions

Eight things every venue does badly, separately.8 operational domains, currently siloed.

Onboarding is a folder someone forgot to update. Training is one experienced hand showing the new hire once, on a Friday. The SOP exists, in a binder, in the office, two floors from where the work happens. Each one is real work, and each one is done in its own corner.

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One Operation

assembly · 8 systems
Eight systems, running apart.
0 / 8 connected
scroll to assemble · drag to rotate

what changes

They were never eight problems. They were one.Eight domains, one referenced graph.

Onboarding that teaches the SOP. The SOP that produces the compliance record. The compliance record that tells you what to train next. Assembled, they stop being tasks and start being a venue that gets better on its own, with Otto watching the whole structure.

MEET OTTO

One knowledge base. Three completely different shifts.One knowledge base, role-scoped retrieval.

Otto is a synthetic Manager on Duty. He captures how your venue actually works and gives it back to the team at the exact moment they need it. Same venue, same Otto; a head chef, a new server and a one-off catering hire each need something different, and each gets it.

BOH · kitchen

The head chef

Shift 14:00 to 23:00 · the source of truth for the whole venue

The fish is running out at 20:45. She taps 86 and the dish disappears from the floor's menu that second. A server asks about allergens in the new special; Otto answers from the recipe:

OttoVenison loin with rosehip sauce and cranberries: celery (9), milk (7). From the recipe. Please update it whenever an ingredient changes.

The point: the chef stops being a switchboard. Allergens, portions and 86 flow out of the kitchen on their own, and HACCP has an audit trail.

FOH · floor

The server in training

Day three · first shift alone on the floor

She has no time to leaf through a binder and no wish to look like she knows nothing. Guest: "What here is gluten-free?" She doesn't guess. She asks Otto, discreetly, at the pass, in eight seconds:

OttoGluten-free: steak with grilled vegetables, goat cheese salad (no croutons, always tell the kitchen), risotto. Never guess on allergens. Verify at the pass.

The point: she is independent on day three, not month three. The questions that used to break the manager's shift now go to Otto.

Catering · one-off hire

The banquet casual

Wedding for 120 guests · first time in this venue · prep the evening before

He gets access by text, signs the NDA in the app, and learns the venue in 20 minutes from the sofa. On site, he's unsure how plates are carried at the head table:

OttoWe serve from the right, clear from the right, pour from the right. At the head table always start with the bride and groom. The event lead is in Contacts.

The point: a one-off hire with zero history delivers the venue's standard, because the standard doesn't live in people's heads. After the event, his access expires automatically.

"Otto isn't for you when you're there. Otto is for the team when you're not."

Meet Otto for yourself ↗ Opens Otto dressed in a working house, in a new tab.

THE BIGGEST BARRIER

It isn't AI.
It's your data.
The AI is the thin part.
Your data is the asset.

Right now, it's scattered across:

PDF menusExcel sheetsPaper recipesDisconnected systemsKnowledge in people's heads

Structure it, and those become one system. Drag through the layers:

THE METHOD

How the eight become one.The capture pipeline.

No rip-and-replace. The knowledge is already in your building \u2014 it\u2019s just in people\u2019s heads, and in eight separate corners.Capture is additive \u2014 it sits alongside your stack, not inside it. No replatforming, no migration of existing systems. The integration surface is deliberately small.

00Discovery callFree · 30 min+

A 30-minute call, no pitch and no charge. We check there’s a fit and agree scope. The four phases below only begin if you decide to go ahead.

01Mise en Place90 min+

Ninety minutes with the people who actually hold it: the head chef, the shift lead, the one who knows why it's done that way. Structured capture, not a survey. You also get back what we find: where the laminated sign contradicts real practice, and what should be written down but isn't.

02Fire the Line+

Captured knowledge is structured against a hospitality ontology spanning 21 domains. This is where onboarding, training, SOPs and the rest stop being eight separate efforts and become one body of knowledge that references itself.

03The Pass+

Unified knowledge is worth nothing in a folder. Otto carries it onto the floor. Staff ask in their own language, on the phone already in their pocket, and get your venue's answer, not the internet's. Every answer traceable to who taught it.

04Showtime+

A new hire lands on day one already knowing what your most experienced staff know. Every question asked makes the next answer better, so the operation compounds instead of resetting with every leaver.

HOW WE BUILD OTTO OUT

Otto is the wedge. The moat is the method.Thin app surface, thick methodology moat.

The real moat is the capture methodology and the hospitality ontology across 21 domains. It deepens with every venue, while the app itself stays simple.

Now · Mise en Place

The capture standard

A venue's knowledge captured in a single structured session, organised into 21 operational domains, deployed to the team as a companion app. The bar we hold ourselves to: 8 hours or less setup per venue, and 80% or more of Otto's answers verified accurate by the venue's own manager.

Next · Fire the Line

Live data, faster capture

Live sync instead of static content, sections and the employee lifecycle managed from the admin builder, and push-to-talk voice capture during service. A note transcribes itself, files into the right domain, and waits for the manager's approval.

Then · The Pass

More venues, more roles

Multi-venue operation, a dedicated mode for one-off and agency workers with expiring access, and Otto as the vehicle for handing over know-how when a venue is sold. You buy the operation together with its memory.

Horizon · Showtime

One knowledge layer underneath

Otto as the flagship of a broader platform: from capturing knowledge, through onboarding and development, to leading a team. From day one to leading the team.

WHO WE WORK WITH

Operators who want consistency without cloning themselves.Target segments.

  • Independent restaurants and hotels with distinctive standards worth protecting
  • Multi-site operators where consistency is the unsolved problem
  • Hospitality founders scaling past the point of personal presence
  • Group operators tired of SOP binders nobody reads

WHO WE DON'T

We're honest about the fit.Out-of-scope by design.

  • Anyone hoping to replace front-line judgment with automation
  • Operators looking for a chatbot bolted onto a website
  • Venues with no defined standards to capture in the first place*
  • Anyone whose goal is to cut headcount. This work makes humans better, not optional.

* Not our work, but not a dead end. We have partners who help venues build the standards first, and we can make the introduction.

TRUST & SECURITY

"Are our recipes safe?"Data isolation & security.

The right question to ask before anyone touches your operation. Here is exactly how we handle it.The first question any IT lead should ask. Here is the architecture, in plain terms.

Per-venue isolation
Your knowledge, alone

Your captured base is never co-mingled with any other client. One database per venue, locked.

No model training
Contractual guarantee

Your content is not used to train, fine-tune, or improve any model. Ever. In the contract, not just the policy.

Ownership & exit
Your data leaves with you

If we stop working together, you get a clean export of your captured knowledge in a portable format. No hostage-taking.

Tiered sensitivity
You decide what's shared

Some things stay between you and the base. Others go to senior staff. Others to everyone. You set the tiers.

Audit trail
Every interaction logged

Every question Otto is asked and every answer given is logged. Yours to inspect, yours to use.

Data residency
EU-hosted by default

Your data stays in-region on EU infrastructure. Residency is a configuration choice, not an upgrade tier.

Deployment options
Cloud, or your own metal

Run it hosted, or self-host with local / on-prem inference. You are not tied to any single AI provider's API to use your own knowledge base.

Lower exposure, not higher
vs. the status quo

Today your knowledge sits in WhatsApp threads, ex-staff phones, and Google docs nobody audits. A structured base is more secure, not less.

EXPLORE

How we think.Entry points by topic.

Entry points into how we think, not a list of features.

Digital OperationsThe systems and workflows that keep a floor, a kitchen and a back office running in sync. Most venues don't lack tools; they lack a single source of truth the tools can point at, so the same question gets answered three different ways on the same shift. We start with the knowledge, not the software, because a workflow is only as consistent as what it's built on.
Guest ExperienceWhat a guest feels is downstream of what your team knows in the moment. The allergen answered without a pause, the regular's usual remembered by the new server, the recovery handled the way your best manager would: none of that is luck, it's captured knowledge reaching the floor. We don't touch the guest directly; we make sure the person facing them never has to guess.
Employee ExperienceOnboarding, SOPs and knowledge access designed around how staff actually work, not how an org chart imagines they do. A new hire who can find the answer themselves is independent in days instead of months, and a team that isn't constantly interrupting the manager is a team that stays. This is the core of what we do, because people are the operation, and the knowledge in their heads is the asset.
AutomationWhere rules-based systems quietly remove work before AI ever enters the picture. A great deal of daily friction (the same handover, the same checklist, the same reminder) is repetitive enough to run itself, and clearing it is often the highest-value thing you can do first. We're deliberately unfashionable here: if a simple rule solves it, you don't need a model.
Artificial IntelligencePractical AI applied to real hospitality problems, not AI for its own sake. The value isn't a clever model; it's a model answering from your venue's own structured knowledge, so the answer is yours and not the internet's. That only works once the knowledge underneath it is captured and structured, which is why we treat AI as the last step, not the first.
Agentic HospitalitySpecialised agents operating inside clearly defined roles across your operation. Otto is the first: a synthetic Manager on Duty that holds your standards and gives them back to whoever is on shift. The direction of travel is more such roles, each narrow, each accountable, none of them replacing the judgment of the people on the floor.
Data & IntegrationsThe honest version: your PMS, POS and CRM talking to each other is useful, but it is rarely where the real problem lives. Most of what your venue knows was never in any system to begin with; it's in people's heads, and no integration reaches it. We start there, with capture, and treat connecting the systems as a later convenience rather than the first promise.
Hospitality TechnologyA running view of the tools and platforms shaping the industry, written plainly and without the vendor gloss. We track this because you shouldn't have to, and because knowing what exists is different from needing to buy it. When something genuinely matters for operators, you'll find our take on it in the writing, not in a sales deck.

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BEFORE THE NINETY MINUTES

The gather pile.Pre-session input checklist.

Everything below already exists somewhere in your venue. Put it in one pile before we arrive and the session captures more. Most operators find the exercise itself tells them something: the pile is always thinner than they expected.

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WHAT IT COSTS

Two numbers. Both of them plain.

A one-time setup to capture and structure what your venue knows, then a small monthly fee to keep Otto on shift. No integration project, no per-seat licence, no lock-in. All prices exclude VAT.

Otto · monthly
€69/mo per area

Otto on shift for one operational area, answering in your venue's voice.

  • Floor and kitchen are separate areas, each with its own knowledge
  • Every additional area is €35/mo, since it shares context with the first
  • A restaurant with a floor and a kitchen: €104/mo
  • Cancel any time; your captured knowledge exports with you
Setup · one-time
from €400per area

The capture session and structuring. What it costs depends on how much is already written down, which is exactly what the readiness check measures.

  • Mostly in heads€1,200–2,000
  • On paper, scattered€700–1,200
  • Already digital€400–700

Second area is 40% off setup, sharing suppliers, allergens and standards with the first.

Get your estimate from the readiness check → Ten areas return your own setup band.

LATEST THINKING

Notes from the floor.Technical writing & case notes.

Articles open in a new tab, so you keep your place here.

THE NINETY MINUTESPILOT ONBOARDING

Start with the session. Decide after.Request pilot access.

The pilot is intentionally small, a few operators at a time, so each capture gets the attention it needs. Leave a few details and we'll be in touch, usually within two business days.

  • We review your submission within 2 business days
  • A short discovery call: 30 minutes, no pitch
  • If there's a fit, we outline the capture, the timeline, and what it costs
  • You decide if it's the right time for your operation

Or reach us directly at hello@smarthospitality.solutions

Before we meet: read what to expect from a session

Please tell us who you are.

A valid address to reply to, please.

Which venue are we coming to?

Please choose one.

That didn’t go through. May we suggest writing to us directly at hello@smarthospitality.solutions.

Thank you.

Your note is with us. We reply personally within two days, with a couple of times for a short call.

The hospitality business of the future won’t be the one using the most AI. It will be the one with the best data.The winning operators won’t be the ones using the most AI. They’ll be the ones with the best-structured data.