How AI agents help with everyday challenges of the camping business

Seasonal pressures and growing stakeholder expectations are only some of the challenges facing the camping industry. Travellers’ wishes are getting more complex while staffing remains a struggle. Multilingual communication is necessary with both guests and employees. More often than not, it seems that traditional tools and processes are not sufficient to keep up with the pace of the hospitality industry.

Increasingly, generative artificial intelligence is applied to some of these challenges, with tangible results. This technology is not a distant future, but a practical tool that is already helping campsite operations run smoother. It automates responses to some of the repeating questions. It facilitates reception desk operations and helps improve the stay experience. It does that without putting extra burden on employees.

It is important to understand that genAI tools do not replace human work. Rather, they free up time for situations that require human understanding. Like any technology, AI is there to improve the human touch, not replace it.

Human in the loop is essential

AI tools are very good at certain types of work. They can do it much faster than people. They can draft answers to emails, handle repetitive tasks, summarise and analyse complex data in seconds. Still, people must be there to check and approve AI output. Employees and experts are the ones that make the final decisions and remain accountable for the outcomes. When implementing any genAI tool, it is essential to have humans in the loop, to ensure proper control and safety. “AI suggests, human approves” becomes the core principle of genAI in business processes.

3 practical scenarios in campsites

At the recent Croatian Camping Congress, our CEO Goran Mrvoš showcased how AI agents like Microsoft Copilot are becoming powerful assistants in campsite operations. -A well-implemented AI agent is a knowledge booster for new employees and a bureaucracy filter for the experienced ones, he said.

Unlike generic tools, such as ChatGPT, the value of MS Copilot lies in its deep integration with the existing systems: emails, documents, processes, and databases (PMS). From this perspective, Goran presented three practical scenarios of genAI solving real, everyday challenges in campsites.

Scenario 1: Handling guest wishes

The reception desk gets a request from a camper who will be arriving in an RV and wants a pitch near their friends. GenAI ​​uses the database to check the motor home specs (size) and the availability of pitches. Then it drafts an email proposing an available spot, which the receptionist revises and sends out. For example, if the traveller wants a pitch in the shade, 200 meters from the sea, and their RV is 7.5 meters long, genAI will search through the database and filter the data. This will allow the receptionist to respond faster and confirm the reservation. The positive impact of such a workflow is clear: campers get quick and precise answers, while receptionists get more time for customer communication, and for closing the sale. This solution can improve the satisfaction of both the guests and the employees, and ensure a more efficient allocation of pitches.

Scenario 2: Automated handling of service and repairs requests, in real time

Imagine the following: a camper reports a technical problem via WhatsApp. The message is in their native language, which is not commonly spoken in the wider campsite area. GenAI takes the message as soon as it arrives. It identifis the language, communication style and the prevailing sentiment. It automatically assesses the urgency and problem type. Finally, it forwards the request to the person or system responsible. For example, it can create a task for the technical team in the local language.

At the same time, genAI responds to the guest that their message was received and that the problem is being fixed. When the technical service takes the task and responds (e.g. “we will arrive in 30 minutes”), genAI translates their response into the guest's language and adjusts the tone, taking into account the sentiment of the original query. The message is sent to the guest automatically. The reception desk does not need to interrupt their ongoing work with other guests.

This example shows how AI can coordinate the entire communication in multiple languages. It keeps the guest informed, sends technicians an understandable task, and spares the reception desk from the additional stress and interruptions.

Scenario 3: Proactive occupancy insights and analyses for managers

In this instance, genAI is used by campsite managers to get insights and analyses faster. These insights are generated from simple questions, asked in natural language. For example, if the manager types “Which pitches have gaps in booking?” into the chat interface, AI will analyze occupancy data and return the list of pitches with empty dates. But it doesn’t stop there — the system can proactively suggest possible marketing actions to fill the gaps in booking and achieve higher occupancy. It can be a targeted newsletter campaign, a special offer for early arrival or a discount for certain dates.

These recommendations are quick, clear, and do not require manual data analysis. AI thus becomes a digital assistant that recognizes opportunities and enables managers to make faster and more informed decisions.

Results of this type of approach?

• 30-40% reduction in time to respond (TTR)
• Less manual work
• Higher occupancy
• Most important: Increased guest and employee satisfaction

Process control and data protection

When introducing genAI solutions to campsites, it is important to make sure that data is protected and that decisions and processes remain under human control.

Access rights are set at the individual level, which means that each guest can only see the data that is relevant to them. For example, they can only see their reservations, their invoices, and their personal information. The same goes for employees. Each employee has access rights in line with their job role. This protects privacy and minimizes the risk of data misuse. If an employee does not have the right to see some data, genAI ​​will not see it either.

For example, receptionists see data relevant to reservations and guest registration. Cleaners have access to the cleaning schedule, but not to the private guest data. Animators see the number of children registered for the shows, but not their personal data. Campsite managers have broader access, but restrictions can be applied to data that is not necessary for managing the campsite.

The human-in-the-loop model is key to controlling and securing the processes and decisions that AI recommends. Humans make the final decisions in situations that are sensitive, complex, or require human judgment, to avoid errors and ensure accountability. For example, AI can suggest a cleaning schedule, but the manager confirms it. A chatbot can answer simple queries, while redirecting more complex ones to an employee; the system can flag a suspicious event, but the security guard decides on further steps.

The system also automatically records every access and change - who did what, and when. In practice, this means that the system will record who accessed sensitive data or who changed a reservation. It can be seen what data the AI ​​used to make a recommendation and who approved that recommendation. This audit trail ensures transparent, secure, and legal operation of the system, with full human control over every key step.

The path to agentic value

Getting started with AI implementation does not have to be expensive or complicated. As Goran said at the congress, it is best done gradually, in stages. Infosit typically starts with an analysis of current processes and needs. Then we test ideas in practice and measure results. We aim to identify processes that will bring the highest return or effect with the least investment. If the pilot is successful, the solution is gradually expanded to a larger number of users, teams or processes. In the final stage, it is implemented in the entire campsite.

Such a safe and measurable approach reduces risk, while enabling cost and time control. Reach out if you want to get started with genAI at your campsite!