Guest parties

Parties hold the guest or group name and contact details used for a stay. Each Reservations record links to a party. This gives the Property Manager and front desk a shared identity when the same guest asks about arrival, amenities or charges. A party can represent a person, group or company; the booking record still carries the specific dates, unit and guest count for each stay.

Start a new request by checking whether the booking party already exists. Use the name, email and phone that the team will use for a confirmation or a question about the visit. Then link that party to the requested reservation. The guest count belongs on the reservation because a returning guest can bring a different number of people next time.

• Party identity. Keep a stable party record for the person or group responsible for the booking.
• Stay context. Put the requested dates, unit and headcount on each reservation.
• Linked evidence. Follow amenity bookings, tasks, charges and payments through their reservation.

A service task can be about a unit while still belonging to a guest’s current stay. A charge belongs to the reservation whose guest account will be reviewed. The party link helps staff trace those records without guessing from a free-text description. When a guest changes a contact detail, update the party record so later conversations use the same contact point.

Agree how staff identify repeat guests and how they handle bookings made for a group or company. Decide whether the primary contact is the person arriving or the party responsible for payment. Use a clear local policy for correcting a mistaken party link, because changing it after a charge is posted changes how staff understand the account. Property Manager owns Parties and Reservations, so front desk changes to those records need an agreed handoff.

The team should also decide when contact details are needed before a request can be acted on. Email and phone are available fields, while the party name is the required anchor. During onboarding, test the exact intake routine staff will use, including an incomplete call and a returning guest with more than one stay.

Create a party for a returning group and link a new requested stay. Check that an older checked-out stay remains separately identifiable by its reservation number, unit and dates. Attach an amenity booking to the new stay, then ask another staff member to open the party and find the correct reservation. Add a service task and a draft charge to that same stay. The reviewer should be able to distinguish the new charge from older visits without relying on the guest’s name alone.

Now correct the contact phone on the party and confirm that the active reservation still points to the same party record. If two party records were entered for the same group, agree which record the team will keep before changing any linked booking.

• Requested Stays — The party linked to each booking waiting for a decision.
• Active Stays — Confirmed and checked-in bookings with their guest party.

See request and confirmation for the first link and guest account review for charges tied to that stay.