Booking intake

A booking begins with the member, requested session, arrival and departure dates, places needed and daily rate. The Front Desk Agent checks that the member’s details are usable for the handoff and that the selected session is the resource the member expects. Property Manager reviews the session’s capacity and the dates before anyone treats a requested booking as a commitment. The Business Overview page gives the team a place to monitor the request and status mix alongside the linked detail.

A booking for a group of four should not take a session with capacity for two. The date interval matters just as much: an arrival on Friday and departure on Sunday occupies the session until Sunday’s departure boundary. Check other confirmed intervals against that span before confirming. When a member changes dates or places, review the new request again rather than relying on the earlier availability answer.

• Request. Capture the member, session, interval, places and rate together so the desk can assess one booking.
• Availability. Compare the requested interval with confirmed bookings for that session and its stated capacity.
• Commitment. Confirm the accepted request, then use the confirmed list as the desk’s arrival workload.

Agree who may confirm a request, when a daily rate is chosen, and how a changed request is handled after confirmation. Set the session inventory and capacities before taking requests. If a rate plan informs a booking, decide how its effective dates and minimum term are applied, since the booking retains its own daily rate. The desk should know whether a member may hold multiple sessions for the same interval and who resolves a conflict.

Do not treat an email or a tentative conversation as a confirmed reservation. A confirmation needs the selected session, dates and places checked together. Keep a stable reservation number when discussing a change with a member; it is easier to find the actual working record than to compare names alone.

A member asks for a session from Monday to Thursday for three places. Front Desk Agent captures the requested dates and member contact. Property Manager sees a confirmed booking on that session through Tuesday, so the original request cannot be accepted as entered. The team agrees a different session with enough capacity and confirms the revised booking. The confirmed arrival list now shows the agreed dates and session, while the original request should not become a second commitment.

At check-in, Front Desk Agent uses that same booking to connect service work, charges and receipts. If the member later asks why an amount was collected, Finance Officer can trace it to the booking rather than a separate name-based spreadsheet.

• Requested Bookings — Review dates, member and places before committing a session.
• Confirmed Arrivals — Prepare the desk for accepted arrivals and their assigned sessions.
• Booking Status Board — See requested, confirmed and attended work without date columns.

Review the booking process and prepare the first operating cycle.