> ## Documentation Index
> Fetch the complete documentation index at: https://learn.nexudus.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Private Offices & Tours
> How the AI presents available private offices and generates personalised tour request links across all channels.
The AI can show available private offices and generate tour request links for prospects interested in a dedicated office for their team. Because private offices typically involve a human conversation before signing a contract, the AI's role here is to surface options and route the prospect to a tour — not to complete the sale directly. This works on all channels: chat, email, and WhatsApp.
## How the AI collects requirements
The AI gathers the prospect's needs before presenting offices:
* **Move-in date** — when they want to start
* **Team size** — minimum capacity needed
* **Monthly budget** — optional upper limit
If any of these are missing, the AI asks for them. It does not present offices until it has enough information to filter accurately.
## What the AI shows
For each matching office, the AI presents:
* Office name and description
* Capacity
* Monthly price (if *Show price to AI* is enabled)
* Floor plan location within the building
* Location name, address, and distance from the prospect
* Notes (drawn from *Notes for AI*)
* A **"Request a tour for \[Office Name]"** link
## Availability logic
The AI checks live contract data to determine each office's status and decides what to show:
| Status | Condition | What the AI shows |
| ----------------- | -------------------------------------- | ---------------------------------------------------------- |
| **Available now** | No active contract on the office | Full details and tour link |
| **Coming soon** | Active contract with a known end date | Full details, tour link, and the date it becomes available |
| **Not shown** | Active contract with no known end date | Office is silently excluded |
This means the AI never presents an office that has no foreseeable availability — reducing wasted tour requests.
## Visibility rules
| Condition | What the AI does |
| ------------------------ | ----------------------------------------------------- |
| *Available to AI* = off | Office is never mentioned |
| *Available to AI* = on | Office is shown (subject to availability logic above) |
| *Show price to AI* = off | Office is described without a price |
| *Price for AI* is set | That price is shown instead of the regular price |
*Notes for AI* are incorporated naturally into the AI's description of the office.
## Conversion tracking
The tour request link contains the **session ID** and a summary of the prospect's stated requirements (capacity, budget, move-in date). When the prospect submits the tour request form, Nexudus creates a **Visitor** record and links it to the chat session.
This appears as a **"Tour booked"** badge (lavender colour) in the [AI Conversations list](./admin-panel), with a direct link to the Visitor record.
Additionally, the full AI conversation that led to the tour is embedded directly on the Visitor record — giving your team context before the visit. See [Monitoring Conversations](./admin-panel#ai-conversations-in-visitor-records) for details.
See [Conversion Tracking](./conversion-tracking) for a full explanation of how session IDs work.