Check-in and service

The confirmed reservation gives the Front Desk Agent the guest, dates and assigned unit to check before arrival. At check-in, the reservation becomes checked in and the unit becomes Occupied. A service task records the unit, reservation, type, due time and assigned person. This keeps cleaning, maintenance and guest service work connected to the stay rather than hidden in an informal message.

• Working record. Front Desk Agent or Property Manager records the task moving through Open, Assigned, in progress and Completed as work changes hands. The Property Manager can compare the unit’s state with its outstanding tasks when deciding whether the next guest can use it. A completed task is evidence of work performed; the manager still makes the operational decision about the unit’s state.
• Decision point. The named owner checks the linked reservation and current state before changing the next record. Keep the guest, unit and amount on the record where the decision is made.
• Handoff. Use the reservation reference to carry the outcome to the next team. The next owner can check the same stay without rebuilding the story from messages.

• Assignment. Decide which People records can receive tasks and keep their linked user active.
• Due times. Agree when a task needs a due time and who handles overdue work.
• Completion review. Decide which work requires manager inspection before a unit returns to Available.

Take a checked-in reservation whose guest reports a maintenance problem. Create a Maintenance task tied to the same reservation and unit, assign it to an active person and give it a due time. Have Front Desk Agent record the assignee’s progress as work starts and finishes. The manager then checks the resulting unit state before assigning that unit again.

Review both a normal case and a correction. Confirm the guest, assigned unit and reservation reference at each step. If a staff member finds a wrong amount, date or recipient, resolve it before the next owner treats the work as complete. This rehearsal establishes who changes the record and who checks the result.

When a task is delayed, Front Desk Agent checks its due time and assigned person against the affected reservation. Property Manager decides whether the unit can still serve the guest while maintenance is open. For cleaning after departure, keep the unit in Cleaning until the manager has inspected the work. The task’s completion time shows when the person finished; it does not make the unit Available by itself.

• Open Service Tasks — Outstanding work grouped by working status and owner.
• My Service Tasks — Tasks assigned to the current staff member.

See the related operating process and the full data model for the records each handoff uses.