For Hotel Revenue Managers ·
What you'll accomplish
You'll configure ChatGPT Plus with persistent custom instructions that know your hotel, your comp set, and your reporting format — so every weekly GM report, owner summary, and pace update is drafted in minutes instead of hours. Instead of re-explaining your property context every time, ChatGPT Plus remembers it across all sessions and produces outputs calibrated to your actual audience.
What you'll need
Custom instructions in ChatGPT Plus let you embed standing context that applies to every conversation — you set it once and every chat inherits it automatically.
Property context template (customize and paste into box 1):
I'm a hotel revenue manager at [Hotel Name], a [room count]-room [brand/segment] property in [city].
My comp set: [Comp 1], [Comp 2], [Comp 3], [Comp 4], [Comp 5].
Rate floors: $[X] weekdays, $[X] weekends.
Budget RevPAR: $[X]. Current MPI target: [X].
Primary reporting audiences: General Manager ([name if helpful]), ownership group/asset manager.
Key revenue systems: [PMS], [RMS], STR for benchmarking.
Fiscal year: [Jan-Dec or other].
Market characteristics: [2-3 sentences on your market — e.g., "Heavy corporate Monday-Thursday, leisure weekends. Citywide events drive 8-10 demand spikes per year. New supply: 180-room Hyatt opening Q3."]
Output preferences template (paste into box 2):
When writing revenue reports: use a professional but direct tone, avoid jargon, format with clear headers and bullet points where appropriate. Lead with the key number (RevPAR performance vs. comp set), then explain drivers, then give forward outlook. Keep summaries under 300 words unless I specify longer. When I give you raw metrics, convert them into complete written narrative — don't just reformat the numbers.
Create a standard prompt you'll reuse each week. Save this in a notes app or document for easy copy-paste:
Write my weekly revenue performance summary for [HOTEL NAME] for the week of [DATE RANGE].
Metrics this week:
- RevPAR: $[X] (Budget: $[X], Prior year: $[X], Comp set index: [X])
- ADR: $[X] (Budget: $[X], Prior year: $[X])
- Occupancy: [X]% (Budget: [X]%, Prior year: [X]%)
- Pickup pace for next 30 days: [ahead/behind/on track] — [X]% vs. same time last year
- Notable factors: [event that drove demand, cancellation, comp change, rate action taken]
Format: professional GM summary, ~200 words. Include a one-sentence forward outlook for the next 2 weeks.
Run the prompt with your most recent week's actual numbers. Compare the output to your existing report draft. Adjust your custom instructions or the prompt template based on what's missing or off-tone.
ChatGPT Plus maintains context within a chat window. Create named, ongoing chats for each recurring report:
Access saved chats from the left sidebar.
Weekly GM summary (short):
Write a 150-word weekly revenue summary for the GM. RevPAR: $[X] vs. comp set $[X], occupancy [X]% vs. budget [X]%, ADR $[X]. Key driver: [X]. Forward: [X]. Tone: direct and data-driven.
Pickup pace alert email:
Write a brief pickup pace alert email to the GM and sales team. We're [X]% behind pace for [date range] — currently at [X] rooms on the books vs. [X] same time last year. Most likely cause: [X]. Recommended action: [X]. Keep it under 100 words, action-oriented tone.
Competitive intelligence summary:
Here's this week's comp set rate data for [date range]: [paste Lighthouse or manual observations]. Summarize what our competitors are doing, identify any notable pattern changes vs. last week, and recommend whether we should adjust rate or hold. Give me a 2-paragraph analysis.
Pace vs. budget commentary for mid-week check:
Write a 3-sentence pace vs. budget commentary for our internal mid-week check. Month-to-date RevPAR: $[X] vs. budget $[X]. Remaining days in month: [X]. Current pace on the books for those days: [X]% of budget needed. Is the month recoverable? What's the outlook?
Rate strategy rationale for GM pushback:
The GM is questioning why we're holding $[X] rate this [day/weekend] instead of discounting. Write a concise 3-paragraph explanation for a non-revenue manager audience. Our reasoning: [explain your logic in 2-3 sentences]. Make it persuasive but not defensive.