VZFLO AI

Datasets · 11 min

Create an Airbnb Booking Form for Voice Agent Context

Airbnb and short-term rental owners can use dataset forms to keep recent bookings in VZFLO without editing the grid directly. Create a Guest Bookings dataset, publish a workspace-only or public form, enter booking details such as access codes and check-in notes, then give a voice agent dataset access so it can help verified guests when they call.

Airbnb Dataset forms Voice agents

Walkthrough

Step by step

1

Create the Guest Bookings dataset

Open Datasets, create a dataset named Guest Bookings, and add columns for Guest Name, Confirmation Code, Phone, Property, Arrival Date, Departure Date, Access Code, Parking Notes, Check-in Notes, and Booking Status.

VZFLO / Guest Bookings
Saved Forms Add row

Create one Guest Bookings row per reservation so the voice agent can find booking-specific answers.

Keep one reservation per row. Sensitive fields such as Access Code should only be shared after the caller is verified against the booking.

2

Choose the AI Search column

Set AI Search column to Confirmation Code if guests usually have their Airbnb confirmation number. If phone number is more reliable for your operation, use Phone instead.

VZFLO / Dataset toolbar
The voice agent will search Guest Bookings using the confirmation code guests provide.

Use Confirmation Code or Phone as the lookup key guests can reliably provide.

The voice agent uses the search column to find the right booking quickly during a call.

3

Open Forms from the dataset page

Inside the Guest Bookings dataset, use the Forms button or the Data entry Forms panel. Existing forms appear there, and New form starts a form tied to this dataset.

VZFLO / Guest Bookings

Data entry

Forms

0 existing forms

Create form

Use the dataset Forms panel to create or return to existing data-entry forms.

This is the place to return later when you need to configure, open, or share an existing booking form.

4

Create the booking intake form

Choose New form, name it Recent Booking Intake, and decide whether the form should create new records only or also let trusted users search for and edit an existing booking.

VZFLO / New form
Create form

Create records for simple intake, or allow search and edit for trusted booking updates.

Use Create records for a simple intake flow. Use Search and edit records when a cohost or office team member needs to update access codes or check-in notes after the row exists.

5

Publish for workspace users or public link access

On the form settings page, set Status to Published. Choose Workspace login when only signed-in workspace users should enter bookings. Choose Public link when a trusted outside helper needs a link without a VZFLO login.

VZFLO / Recent Booking Intake
Workspace link /app/dataset-forms/5799693c...
Public link /forms/HM1OBc-euQpw...
Save form Open workspace form

Publish the form, then choose whether only signed-in workspace users or public-link users can submit.

For forms that include Access Code, Workspace login is the safer default. Use Public link only for people you trust with the information collected by that form.

6

Enter a recent booking through the form

Open the workspace or public form in a new tab, fill in the booking details, and submit. VZFLO writes the entry into the Guest Bookings dataset.

VZFLO / Recent Booking Intake

Guest Bookings

Recent Booking Intake

Enter the details a guest support voice agent can use during calls.

Workspace
Submit

Submitting the form writes a row into the Guest Bookings dataset.

After a successful submit, return to the dataset grid and confirm the new reservation row appears with the expected values.

7

Attach the dataset to the voice agent

Open the voice agent that answers guest calls, then attach Guest Bookings under Dataset access. Give the agent Read access so it can look up bookings. Add Write access only if it should update status or notes during calls.

VZFLO / Dataset access

Available datasets

Guest BookingsAI Search: Confirmation Code Attach

Give the guest support voice agent Read access to the booking dataset.

For access-code questions, read access is usually enough. Write access is useful only for controlled fields such as Booking Status or Follow-up Notes.

8

Tell the agent how to verify and answer guests

In the agent instructions, tell it to ask for the confirmation code or phone number, search Guest Bookings, verify the guest name and arrival date, then answer using Access Code, Parking Notes, and Check-in Notes.

VZFLO / Agent behavior

Instructions

When a guest asks for check-in details, ask for their confirmation code or phone number.
Search the Guest Bookings dataset using the AI Search column.
Before sharing Access Code, verify the guest name and arrival date.
If verified, answer using Property, Access Code, Parking Notes, and Check-in Notes.
If the caller cannot verify the booking, offer to take a message for the owner.

The instructions should require verification before any access code is read aloud.

Do not tell the agent to read access codes before verification. The instructions should say what counts as enough verification for your business.

9

Test a guest call

Run a preview call. Ask as a guest who needs the door code, provide the confirmation code or phone number, and confirm the transcript shows a dataset lookup before the assistant gives booking-specific information.

VZFLO / Analytics transcript
Guest

I just arrived. Can you give me the door code? My confirmation is HM8K42.

search_guest_bookingsCompleted successfully · Confirmation Code: HM8K42
Assistant

I found the Desert Casita booking for Morgan Lee arriving June 14. Can you confirm the phone number ending in 0188?

Guest

Yes, that is me.

Assistant

Your access code is 7426#, and parking is in the driveway on the left.

A good test shows lookup, verification, and then the booking-specific answer.

The test is successful when the assistant finds the correct row, verifies the caller, and answers from the dataset instead of guessing.

Before you finish

Launch checklist

  • The Guest Bookings dataset exists with one reservation per row.
  • Columns include Confirmation Code, Phone, Property, Arrival Date, Departure Date, Access Code, Parking Notes, Check-in Notes, and Booking Status.
  • AI Search column is set to Confirmation Code or Phone.
  • A Recent Booking Intake form exists for the dataset.
  • The form is Published.
  • Workspace login is used for internal data entry, or Public link is enabled only for trusted external helpers.
  • A test form submission creates a row in Guest Bookings.
  • The voice agent has dataset Read access to Guest Bookings.
  • Agent instructions require caller verification before sharing access code details.
  • A test call shows a dataset lookup before the assistant answers.

Fix common issues

Troubleshooting

The form link says it must be published first.

Open the form settings from the dataset Forms panel, set Status to Published, save, then reopen the workspace or public link.

The public form link is not accepting responses.

Confirm Access is set to Public link and Status is Published. If the form contains sensitive access-code fields, consider using Workspace login instead.

The voice agent cannot find a booking.

Confirm the caller is giving the same value stored in the AI Search column. If you set AI Search to Confirmation Code, the row needs a matching confirmation code value.

The voice agent gives access information too early.

Tighten the agent instructions so it must verify confirmation code or phone number, guest name, and arrival date before reading Access Code, Parking Notes, or Check-in Notes.

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