Guests and stays

A reservation begins with a guest party and a requested interval. Record the guest’s name and available contact details, then connect that party to the booking. The reservation holds arrival and departure dates, party size, the selected resource and the nightly rate. When a guest calls about a change, the team can find the specific stay through its reservation number rather than relying on a name shared by several parties.

The status follows the stay from requested to confirmed, checked in and checked out. A cancelled booking remains identifiable as cancelled. A front desk agent can read the booking and related guest while the property manager owns changes to these records. Agree who will make the confirmation and checkout decisions before opening the property to live reservations.

• Guest identity. Keep one party record connected to each reservation so contact details and earlier stays remain findable.
• Stay terms. Arrival, departure, party size, assigned resource and nightly rate belong to the booking the team is discussing.
• Lifecycle. Use the booking status to separate a request from a committed stay and a current guest from a departed one.

Decide which team member creates guests, how staff identify a duplicate party, and who may change the resource after confirmation. Define how the nightly rate on a booking is chosen from the dated rate plan. A rate plan can guide the decision, while the booking retains the rate recorded for that stay. Front desk and property management should also agree when a cancellation is recorded and how service work linked to that stay is reviewed.

A guest requests a stay for three people from Friday to Sunday. The property manager checks that the chosen resource has enough capacity and that the dates do not conflict with another confirmed booking. The manager records the requested reservation with its guest, rate and dates, then confirms it. At arrival, the team finds the same reservation and records check-in. Any restaurant booking, guest request, charge or payment evidence can be traced back to that booking number. At departure, the reviewer checks the linked financial records before the stay is marked checked out.

• Requested Stays — Review arrival dates, party size and assigned resources before committing a reservation.
• Arrival Schedule — See confirmed stays with their start and end dates.
• Checked In Stays — Find current guests and their linked resource quickly.

Start with reservation review, then follow arrival and service and checkout review.