➤ Product: OfficeRnD Flex with the AI Hub add-on
➤ Who: Admins
➤ Where: On the Admin Portal, under AI Hub > Locations
➤ Availability: AI Hub is a paid add-on
A prospect asks about a private office at your city-center location, but it's fully booked. Without a next step, the conversation often stalls, and the lead books with a competitor who has an open calendar instead. Alternative locations let the AI Sales Agent suggest a nearby or same-city space on its own, so a full calendar doesn't have to end the conversation.
Alternative locations build on the same location and inventory data the AI Sales Agent already uses to answer availability questions, so any location it suggests is real and bookable, not a static backup you set once and forget about.
Prerequisites
Before you add alternative locations, ensure the basics are in place.
At least 2 locations already added to OfficeRnD, each synced with the AI Sales Agent's inventory.
The location you want to add alternatives for must already appear on the Locations grid.
How alternative locations work
When a prospect's first-choice location can't meet their needs, whether it's fully booked or missing the right product type, the AI Sales Agent decides whether to suggest another space based on what you've configured. It searches real inventory at the alternative location the same way it searches the prospect's original location, so any suggestion it makes is available and bookable, not just a name it mentions to keep the conversation going.
The agent checks for a match in this order:
City or submarket match. If the prospect gives a city or submarket without naming a specific location, the agent searches every location in that area and suggests the best match. This works automatically and doesn't depend on any configuration.
Configured alternative location. If the prospect names a specific location and it's unavailable, the agent suggests the alternative locations you've added for that location.
No match. If you haven't added an alternative location for the one the prospect asked about, the agent doesn't suggest anywhere else, and the conversation continues without a location suggestion.
Most prospects name a specific location when they reach out, so the configured alternative location list determines whether most conversations get a next step. The city or submarket match only helps the smaller share of prospects who mention an area without naming a location.
Add alternative locations to a location
The configured alternative location list puts a location into that second match tier, so setting it up turns a fully booked location into a conversation that still gets a next step.
You can add any existing location as an alternative, regardless of city or submarket. This list only affects the configured alternative location match. The city or submarket match runs on its own and doesn't use it.
Important: You can't edit the Alternative Locations column directly on the grid. Set it by downloading the file, editing it, and uploading it back.
Follow these steps to update the list.
Go to AI Hub > Training > Locations.
Click Export Locations.
In the downloaded file, add alternative locations for each location under the Alternative Locations column.
Upload the file back to AI Hub > Training > Locations to apply your changes.
Best practices
These aren't required steps, but they'll help you get more value out of alternative locations.
If you operate multiple locations, add alternative locations for all of them, even locations in the same city or submarket. Most prospects name a specific location when they reach out, so the city or submarket match rarely covers you, and a location with no alternative locations configured gives the agent nothing to offer once it's unavailable.
If you're picking alternates, choose locations with comparable inventory and a reasonable distance from the original one, so the suggestion is one the prospect would actually consider instead of just any location you operate.
If a location fills up often, set up its alternative locations first. It's the one most likely to need a next step for the agent to offer.
FAQs
Why didn't the agent suggest another location when mine was fully booked?
The agent doesn't suggest another location unless you've added alternative locations for the one the prospect asked about. Download the Locations grid, add alternative locations for that location, and upload the file back so the agent has somewhere to point the prospect next time.
Can I add an alternative location in a different city?
You can add any existing location as an alternative, regardless of city. This only applies to the configured alternative location match, which runs when a prospect asks about a specific location and it's unavailable. The city or submarket match works automatically and doesn't depend on what you add here.
What happens if I never set up any alternative locations?
The agent won't suggest another location on its own for any location where you haven't added one. The conversation continues without a location suggestion, so add at least 1 alternative for your highest-demand locations first.