Guests and people

A guest record holds the name and available contact details used for a stay. A reservation points to that guest, which gives the front desk a stable place to review a repeat booking and the work tied to it. Staff records identify the person assigned to service work and connect that person to a user account. The property team can separate a guest’s contact details from a staff member’s authority to change operational records.

• Guest identity. Keep the guest name and available email or phone with the booking history.
• Staff identity. Tie an active person to a user account and their role title.
• Assignment. Give a service task a named person and a reservation so it has a clear owner.

Decide how the front desk checks an existing guest before creating another record. Agree who may correct a contact detail, especially when a reservation is already confirmed. The user account is the access boundary; a staff name typed into a task is not a substitute for permitted access. Choose the person who assigns service work and the person who reviews its completion. Keep guest and staff record changes attributable to the acting user.

A returning guest asks for a new stay. Front Desk Agent finds the existing guest record and links a requested reservation to it. Property Manager checks capacity; Front Desk Agent submits the eligible confirmation. During occupancy, a cleaning task is assigned to an active person who has a linked user account. The task remains attached to the reservation and unit when it is completed. Later, the property team can read the stay and service history without treating the assignee as the guest.

When staff change shifts, the incoming Front Desk Agent should check the guest link on the reservation rather than rely on a name copied into a note. Property Manager can correct a guest contact detail while preserving the existing reservation. For service work, the person record and its linked user help the team identify who was assigned. If the assignee changes, review the due date and unit with the new person before work continues. Operations Reviewer can then trace the task to the same stay during the departure review.

• My service tasks — Work assigned to the signed-in person, with due date and linked stay.
• Reservation requests — The guest identity beside the requested unit and dates.

See reservation to arrival and service work.