Reservations and stays

A reservation joins a guest to a unit and an arrival-to-departure interval. Property Manager checks party size against the unit’s capacity and checks for another confirmed stay over the same nights. Front Desk Agent submits the eligible confirmation. A guest’s preferred unit alone does not reserve it. Front Desk Agent uses the confirmed arrival list to prepare the handoff, then records check-in and departure against the same reservation.

• Request. Record the guest, unit, arrival, departure and guest count, then review requests by status.
• Stay. A confirmed arrival becomes a checked-in stay while the linked unit is occupied.
• Departure. Review charges and payments before check-out, then send the unit into cleaning.

Agree who accepts a reservation request, who verifies overlapping nights and who can correct dates after confirmation. Decide when the property counts a unit as occupied, and how the team handles a changed arrival before anyone alters a confirmed booking. A duplicate submission should return the original result; changed input should be reviewed as a conflict. Finance Officer needs a clear moment at which the folio is ready for departure review.

Take a guest request for two people across three nights. Confirm the requested unit can hold that party and has no overlapping confirmed reservation. Record check-in, attach a service task and an outlet booking, then compare posted charges with confirmed payments. If an amount remains, make the outstanding account explicit before check-out. The reservation moves to checked out while its unit moves to cleaning. The unit returns to available after the cleaning inspection passes.

At a busy arrival handoff, Front Desk Agent should open the confirmed reservation and verify the guest, unit and dates together. A reservation in requested status is still waiting on the capacity and overlap check. If a confirmed guest changes dates, Property Manager reviews the new interval before Front Desk Agent submits another action. Finance Officer can use the same reservation link when charges and payments arrive. That link also keeps a later outlet booking and a service task from drifting onto a different stay for the same guest.

• Reservation requests — Requests and confirmed stays with the guest, unit, dates and status together.
• Arrival list — Confirmed arrivals ready for the front desk’s next handoff.
• Departure review — Checked-in stays whose folio and unit transition need attention.

See reservation to arrival and departure and turnaround.