Guest and staff records

Members identifies the party behind a reservation: a guest, group or company. The Property Manager can use an existing party record for another stay so contact details are not scattered across duplicate names. A booking still keeps its own dates, unit and status. The guest party does not become the staff assignee or the user who submits a controlled action.

People stores staff names, role titles, active state and a link to Users. Studio tasks points to the assigned People record. That chain matters when a task changes hands or a workflow checks the actor. The Front Desk Agent and Property Manager can inspect staff and booking references, while access administration belongs to the Admin role defined for setup. The current user link should be checked before a staff action is accepted.

• Keep identity. Begin with the reservation and confirm the guest party and studio before updating a related record.
• Separate decisions. Record preparation, review and the resulting status as distinct steps where the workflow calls for them.
• Trace the handoff. Leave the linked task, outlet activity, charge or receipt on the stay so the next role can check its source.

Decide who creates or corrects guest party contact details and how staff select an existing party for a repeat stay. Use the party number and contact information to resolve similar names. Keep a company or group record distinct from the individual who signs in and works on a task.

For staff, set up a People record and the corresponding User before assigning service work. Check the user’s role and whether the staff record is active. The Admin should resolve a missing or wrong user link; the Property Manager should resolve an incorrect task assignee. Rehearse a task whose assignee differs from the signed-in user and confirm that the actor check follows the user link rather than the displayed staff name.

A company is the guest party for a visiting group. The Property Manager links that Member to the requested booking instead of making a second party record. A staff person assigned to a related service task has a People record linked to a User. Before that person submits a controlled action, the team checks the user link and current role. The same guest party can be selected on a later stay, while each booking keeps its own dates and studio.

• My staff record — Check the staff identity linked to the signed-in user.
• Requested bookings — Find the guest party linked to each pending stay.

Use the related process to rehearse the next decision and the data model to check the linked records.