AI Assistant Customer-Service Task Intake Form

Tasks performed for customer service: excluding payment, cooking, and serving

Your AI assistant already answers questions straight from your menu and website. This form covers everything else your staff currently handle by phone, email, or in person (reservation changes, dietary confirmations, alcohol questions, and similar requests) so we can teach your AI assistant to handle these directly. Please answer in your own words and leave anything blank that doesn't apply to your restaurant. Where a question asks how the AI should respond, tell us whether it can resolve the request fully on its own, or should collect the details and notify a staff member instead.

Restaurant name

Completed by (name & role)

Date

Phone (follow-up)

Email (follow-up)

A. Reservations, Cancellations & Waitlist

Today a customer usually has to call or email you for these. Tell us your real policy so the AI can handle it directly.

What's your cancellation / reservation-change policy? Is there a fee, or a notice period required?

What happens if a guest doesn't show up for a reservation?

Should the AI cancel or change a reservation on its own, or always collect the request and have a staff member confirm it?

At what party size does a reservation need manager approval or a deposit, and what's the process?

On a busy night, how should the AI describe wait times or the walk-in process?

B. Dietary, Allergen & Religious Accommodation

These need real, confirmed answers, not guesses from a menu description.

Is any of your food certified Halal or Kosher? Please specify.

Do you have a dedicated gluten-free prep area or fryer, or could gluten-free items still contact gluten during prep?

Beyond the ingredients listed on the menu, are there shared-equipment risks for vegan or vegetarian orders?

Can the kitchen guarantee any dish is nut-free, or should nut allergies always be confirmed with staff directly?

Same question for shellfish allergies: any guaranteed-safe options, or always confirm with staff?

Any other allergy, medical diet, or religious accommodation notes worth telling customers?

C. Alcohol & Beverages

One of the most common questions customers ask that never makes it onto a menu.

Do you serve alcohol at all? If yes, what are the hours or license restrictions?

Full bar, beer & wine only, or none?

Do you allow outside wine (BYOB) or charge corkage? What's the fee?

Any happy hour or drink specials to mention?

Do you offer non-alcoholic cocktails (mocktails)?

D. Payments, Billing, Refunds & Gift Cards

Not collecting the payment itself, just the questions customers ask around it.

What payment methods do you accept?

Can a table split the check across multiple cards or people?

At what party size (if any) do you add automatic gratuity?

If a customer complains and wants a refund or comp, what can the AI offer on the spot, and when should it always hand off to a manager?

Do you sell gift cards? Where, and do they expire?

E. Accessibility & Special Requests

What should the AI tell a guest asking about wheelchair access (entrance, restroom, etc.)?

Do you have high chairs or booster seats?

For a birthday or anniversary request (quiet table, cake, decorations), can the AI guarantee it, or only pass it along as a request?

What's your pet policy beyond legally-required service animals?

F. Private Events, Catering & Large Groups

Do you have a private room? What's the rental fee or minimum spend?

Do you offer off-site catering? Minimum order or lead time required?

Can you build a custom menu for private events?

Do you have AV / screen setup available for business events?

G. General Policies & Logistics

What should the AI say about parking or valet?

Is there a dress code?

What's your smoking / vaping policy, including the patio?

If a customer left something behind, what should the AI tell them to do?

If someone asks about a job opening, what should the AI tell them (where to apply, who to contact)?

H. Complaints & Escalations

How should the AI respond to an upset or frustrated customer?

Who should escalated messages go to (name, phone, or email)?

Is there anything the AI should never say or promise on your behalf (specific refund amounts, compensation, etc.)?

I. In Your Own Words

The most useful part of this form: don't overthink it, just tell us what actually happens.

What's the single most common thing your staff gets asked that isn't on your menu or website?

What's a task you wish customers could just handle themselves through a chatbot instead of calling you?

Anything else customers frequently need help with that we haven't covered above?

Is there any other task you'd like your AI assistant to perform that isn't mentioned anywhere in this form?

Your answers are ready. Copy them, or download the file, and send them back to Krishna.

Krishna · +1 (647) 217-2641 · chaudharikrishna0415@gmail.com
251 Jarvis Street, Toronto, Ontario M5B 0C3

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