Units and rate plans

The Units record describes each bookable resource with its code, number, type, capacity and current operating status. For a campground or RV park, the Property Manager decides which unit records represent the bookable inventory and how types are named. Staff use the same unit link on reservations and service tasks. This prevents a cleaned unit and an occupied unit from looking identical in the booking queue.

A unit can be available, occupied, cleaning or under maintenance. Those statuses describe its operating condition; the reservation carries the guest’s stay dates and booking status. Before confirming a requested arrival, check both. A unit may look available now but already be linked to a future confirmed stay. A unit that has checked out still needs the cleaning handoff before it is offered again.

• Inventory. Give each unit a stable identity and a capacity the booking team can check.
• Condition. Make occupied, cleaning and maintenance work visible to operations.
• Pricing periods. Keep the date range, unit type, nightly rate and minimum nights together.

Rate plans hold a start and end date for each price period. They also hold the unit type and minimum-night rule. The team can compare a requested stay with the appropriate period and record the agreed rate on the reservation. For a stay that crosses price periods, agree the pricing decision before confirmation so the stored nightly rate reflects what was offered to the guest.

Property Manager should define unit types in terms staff recognize and keep the same terms in rate periods. Agree whether a unit number is the public label, an internal locator or both. Decide who changes a unit to maintenance and who checks that the work is complete before it returns to available. Use service tasks for assigned work rather than leaving the reason in an unrelated note.

Rate periods need a clear effective-date convention. Confirm whether the arrival date selects the price or whether staff must review the full stay. The stored records give the team dates and amounts; the operating rule is a choice to document during implementation. Finance Officer can review rate periods when comparing a reservation’s nightly rate with the agreed charge.

Take a unit of the right type and capacity for a requested guest party. Review the rate schedule for the stay’s arrival and departure. Have Property Manager record the booking rate, then compare it with the rate period while looking at the requested stay. Mark a different unit under maintenance and make sure the front desk no longer treats it as ready. After a guest leaves an occupied unit, move it to cleaning and assign a task to the person responsible. Confirm it appears as available only after the cleaning inspection passes.

• Available Units — Inventory the booking team can review before a new stay.
• Unit Condition Board — Occupied, cleaning and maintenance conditions beside available units.
• Rate Period Schedule — Dated prices and minimum nights by unit type.

Start with request and confirmation and use departure and review for the cleaning return.