Hotel leaders have more data than ever between occupancy trends, labor reports, guest feedback, room performance, maintenance patterns, and beyond. Visual Matrix PMS and MOP already give you the tools to capture it and operationalize it. The next step is using AI to interpret what you see.
ChatGPT is not a replacement for your PMS or MOP. Instead, it acts like a strategic thought partner: helping you spot patterns, challenge assumptions, summarize large reports, and spark new ideas based on the information you share.
Below is a practical guide to using AI safely and effectively as you evaluate 2025 performance and plan for 2026.
Start With This ChatGPT Context Template
Before analyzing any report, give ChatGPT a snapshot of your hotel:
I manage a [hotel brand or independent hotel] with [number of rooms] in [city/state]. We are a [select-service / full-service / extended stay] property. Our last renovation was in [year] and we made the following notable changes in 2025: [renovations, staffing model shifts, service additions, etc.]. We use [Visual Matrix or other] PMS and [Other efficienty tools such as MOP by Visual Matrix]. Based on this context, help me analyze the following report data”
This keeps the analysis relevant and realistic.
A Quick Note on Data Security
When using AI tools:
- Don’t share guest names, addresses, credit card info, or reservation IDs.
- Summaries or sample rows work better than full raw reports.
- ChatGPT is ideal for analysis—not data storage.
Think of it like talking through business results with a consultant: share only what’s necessary.
10 AI Prompts That Turn Your 2025 Reports Into 2026 Strategy
🏨 GENERAL MANAGEMENT & OPERATIONS
- Occupancy Pattern Analyzer
“Based on this monthly occupancy data, what seasonal trends or unusual patterns do you see? What might explain them?”
Use with: Statistic Recap Report - Departmental Margin Insight
“Using this departmental revenue and expense data, where can we improve margins without hurting guest experience?”
Use with: Departmental P&L
📈 SALES & REVENUE STRATEGY
- Room Type Performance Review
“Looking at ADR and occupancy by room type, what rate strategies should we test in 2026?”
Use with: Room Type Popularity - Market Segment Opportunity Scan
“Which market segments were most stable and profitable this year? How can we grow them next year?”
Use with: Market Segment History - Channel ROI Assessment
“From this source of business report, which channels are delivering the strongest ROI? Where should we reallocate spend?”
Use with: Source of Business History
🧹 HOUSEKEEPING & MOP
- Cleaning Efficiency Check
“What were our busiest cleaning periods, and where can we reduce overtime or improve turn times?”
Use with: MOP Housekeeping Activity - Preventive Maintenance Planner
“Based on recurring issues, what PM tasks should we budget and prioritize for 2026?”
Use with: PM Task List
👨💼 FRONT DESK & GUEST EXPERIENCE
- Length of Stay Optimizer
“Are there opportunities to increase LOS through packaging, rate strategy, or amenities?”
Use with: Length of Stay Report - Guest Review Theme Decoder
“Summarize our 2025 guest feedback into major themes. What strengths and service gaps stand out?”
Use with: Review Summaries
🌟 STRATEGIC PLANNING
- Segment Revenue Opportunity Review
“What patterns in segment revenue suggest bundling or targeting opportunities next year?”
Use with: Market Segment History
✨ Turning Insight Into Action
These prompts aren’t about reinventing your operation. They help you think more strategically with the data your PMS already delivers. Use AI to accelerate your year-end analysis, challenge your assumptions, and guide more confident decisions as you head into 2026.
About Visual Matrix
More than 3,000 properties in 30+ countries worldwide choose the Visual Matrix hospitality operating system to optimize hotel operations and serve guests from reservation to return stay. Our system includes a game-changing PMS and an independent mobile operating platform (MOP) for use with Visual Matrix and most other PMS systems. Our PMS offers powerful features and key integrations that are easy to use, like revenue management with automated rate/discount tiering, a fully integrated channel manager, and a mobile app for tracking performance on the go. MOP automates routine tasks and streamlines communication to keep front desk, housekeeping, and maintenance staff focused on guests. It also includes a built-in panic button as an Emergency Safety Device to help keep hotel staff from harm. For more information, visit visualmatrix.com.