Reservations and guests

A Property Manager starts with the party record, then records a reservation with arrival and departure dates, guest count, unit and nightly rate. The reservation number gives the team a stable reference when a guest calls again. A request is not a confirmed stay: the manager reviews the chosen unit and its capacity before changing the reservation to Confirmed. If the unit cannot accommodate the party or the dates conflict, the manager resolves that before committing the stay.

• Working record. The Front Desk Agent can read the guest and reservation together while answering a question about arrival or service. When the guest checks in, the reservation moves to checked in. The same record remains the anchor for tasks, restaurant or spa bookings, charges and payments. At departure, checked out makes the working state clear without erasing what happened during the stay.
• 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.

• Guest identity. Decide who creates and corrects party records, including the contact details staff may use.
• Reservation decision. Agree who checks capacity and overlapping dates before a request is confirmed.
• Changes and cancellations. Decide how staff document a changed arrival, departure or unit and when Cancelled is appropriate.

Take a party requesting a stay for three guests. Record the arrival and departure, select a unit whose capacity fits, and enter the nightly rate. Put another request against the same unit and dates. The manager should compare those dates before deciding which reservation can be Confirmed. Follow the accepted reservation into check-in and verify that later service and charges still point to the correct guest and unit.

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.

Use the arrival and departure dates as an interval when checking a unit. A departure on the same day another guest arrives can be considered separately from overlapping nights, while Cleaning still controls whether the unit is ready. If a guest changes dates, Property Manager checks capacity and competing reservations again before retaining Confirmed. Front Desk Agent reads the updated stay before making a service booking.

• Requested Reservations — Requests awaiting the manager’s availability decision.
• Arrival and Departure Schedule — Confirmed stays arranged by their arrival and departure dates.

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