Stays and residents

A resident, group or company can be the party behind a stay. The team records that party once and links the booking to the space it will use. Arrival, departure, guest count and nightly rate stay on the reservation. A desk agent can read the stay to answer who is expected, where they will stay and when they will arrive. The property manager can review the same record before a requested stay is confirmed.

A request is a request until the team checks the interval and the space. The resource has a capacity and operating status. Two bookings for the same room over overlapping nights need a deliberate decision before either is treated as confirmed. Keep the half-open stay interval clear: departure day frees the space for the next arrival after turnover. The party size must fit the resource, and any minimum-stay rule comes from the dated rate plan used by the property.

• Resident identity. Use the resident record for the booking party and its contact details; keep the reservation number as the stay reference.
• Stay decision. Review requested dates, guest count, space capacity and current reservation state before confirming.
• Arrival and departure. Work the confirmed booking through check-in and check-out while retaining the original stay context.

Decide who can create or change resident contact details, who confirms a stay, and when the desk can check someone in. Agree how a cancellation is recorded and how staff will handle a changed arrival or departure date. A property with several resource types should decide whether a rate plan is selected before the nightly rate is entered on the booking. Give staff a consistent way to identify the real booking party when one person reserves for a group.

Take a request for a shared room from Monday to Thursday. Link the named party to a space with enough capacity, then look for another confirmed or checked-in booking covering any of those nights. The property manager records the request and checks conflicting dates before confirming it. At arrival, the front desk uses the confirmed reservation number and guest details; at departure, finance can find every charge and payment evidence record through that same reservation. If a guest asks why a charge belongs to the stay, the team should not have to search by name alone.

• Requested stays — Work through booking parties and arrival dates before confirming a resource.
• Confirmed arrivals — Prepare the desk for residents due to use their assigned space.
• Completed stays — Review checked-out reservations with their original stay dates.

Start with reservation handling, then review checkout and turnover.