Units and rates

Property Manager maintains each unit’s type, number, capacity and state. The available list supports booking decisions, while occupied, cleaning and maintenance states tell the team why a unit cannot be handed to an arriving guest. A confirmed reservation carries its own guest count and stay dates; those details must be checked against the unit rather than inferred from the label on a rate plan.

• Unit record. Keep the unit number and type stable so the front desk can locate the right room.
• Capacity. Check the guest count against the recorded capacity before accepting a stay.
• Rate period. Review dated nightly rates and minimum nights for the matching unit type.

Define who changes a unit’s state and what evidence is required after cleaning. Set the rule for maintenance holds before the first arrival is accepted. Review rate periods for overlap and decide which date controls a nightly rate when a stay crosses two periods. Keep the rate decision with Property Manager; a rate period is a planning input, while the reservation holds the agreed rate per night.

A three-person request arrives for a unit with capacity two. Property Manager rejects that assignment before Front Desk Agent submits confirmation. The team selects a suitable available unit and checks that its nights do not collide with another confirmed stay. At check-in the assigned unit becomes occupied. After check-out it becomes cleaning, and a completed cleaning task plus inspection supports the return to available. If maintenance is required, the unit remains in maintenance until the property team resolves it.

Before offering a unit, Property Manager should check both its current state and confirmed reservations for the requested nights. Available describes the unit now; it does not settle a future overlap. Compare the guest count with capacity, then review the applicable rate period for the unit type and the agreed rate on the reservation. If a stay crosses two rate periods, agree the quote before confirmation. Front Desk Agent can then use the confirmed unit and dates at arrival without guessing which nightly amount or room state should apply.

• Available units — Units the front desk can consider for a new guest request.
• Units needing cleaning — Departed units awaiting the next readiness decision.
• Rate period schedule — Effective intervals, unit types, nightly amounts and minimum nights.

See reservation to arrival and departure and turnaround.