Reservations

A reservation joins the booking party, the unit, the arrival and departure dates, guest count and nightly rate. The Property Manager can review a requested stay in context rather than relying on a date written in a separate message. A Front Desk Agent can see the same guest and unit before adding amenity bookings or service work. The Business Overview page provides a scoped queue of recent reservation evidence and an operational distribution by status.

For a family requesting a longer stay, start with the guest party and the unit they want. Compare the party size with the unit’s capacity and the requested dates with the rate period. Record the agreed nightly rate on the reservation. Keep the reservation requested while the Property Manager reviews the proposed stay. Confirmation is the point at which the team commits that unit to those dates.

• Requested stays. Keep arrivals awaiting a decision visible with guest, unit and date details.
• Active stays. Separate confirmed bookings from checked-in guests so arrival work is clear.
• Departure review. Keep checked-out records available for charge and payment review.

A cancelled booking has its own status. Do not treat cancellation as an occupied unit or a completed departure. When a guest asks to change dates, review the unit and rate period again before changing the reservation. A changed date can affect what the team promised another guest.

Agree which person checks capacity and the requested interval, who records the nightly rate, and who confirms the stay. The Property Manager owns the reservation record. Front Desk Agents capture linked operational evidence and need a clear escalation route when the requested unit or rate is in doubt. Decide how to identify duplicate guest parties before staff open a new booking.

Choose how the team will handle same-day turnover. Departure and arrival dates give the planning window, while the unit’s operating status tells staff whether cleaning or maintenance still blocks use. Keep that handoff visible to the people who greet the next guest.

Take a requested arrival for a party whose headcount fits the chosen unit. Check the dates against existing stays and the relevant rate period. Have the Property Manager confirm the reservation, then ask Front Desk Agent to find it in the active-stay screen. Add an amenity booking against that reservation and make sure it opens from the correct stay. After check-in, assign cleaning or guest service work to a staff member with the same reservation and unit links.

At departure, compare the guest’s posted charges with confirmed payments. Finance Officer reconciles the account or explicitly acknowledges an outstanding amount before the reservation is marked checked out and the unit moves through cleaning. Reopen the record to confirm the guest, unit, dates and financial evidence still point to the same stay.

• Requested Stays — Guest, unit and arrival details awaiting confirmation.
• Active Stays — Confirmed and checked-in reservations for the current operation.
• Departure Review — Completed stays ready for financial follow-up.

Use request and confirmation for the booking decision and departure and review for the final handoff.