Booking to arrival

Step by step

1. Review arrivals Front Desk Coordinator

   Front Desk Coordinator checks the current PMS reservation, stay segments and source availability for the property. Room-type demand is distinct from an assigned physical room. Missing versions or conflicting facts remain visible before staff make a new promise.

   • Current source arrival position
   • Updates PMS reservations, PMS stay segments, PMS availability snapshots, PMS room assignments

2. Prepare the request Front Desk Coordinator

   Front Desk Coordinator records the requested change, current source preconditions and reason. Routine work follows the reviewed property policy. A cancellation, extension or room move preserves nights and occupancy already performed rather than replacing the whole stay with its latest plan.

   • Exact requested change
   • Updates PMS requests, PMS reservations, Document revisions

3. Review the exception Property Manager

   Independent Property Manager approves the protected request within current authority, excluding its preparer and material editors. Required monetary exceptions also need Finance Manager approval. These decisions authorize the request; the PMS still determines its actual result.

   • Protected intent authorized
   • Updates PMS requests, Approval decisions, Hospitality policies
   Approvalwhen required

4. Send the request Front Desk Coordinator

   Front Desk Coordinator transmits the exact eligible intent using its stable identity. An acknowledgment records receipt of the message, not a confirmed booking or room assignment. An uncertain outcome retains the original request for reconciliation before another logical attempt.

   • Tracked outward request
   • Updates PMS requests, Integration deliveries

5. Reconcile the result Front Desk Coordinator

   Front Desk Coordinator matches authenticated PMS results to the request and current source position. Rejected, changed and partially completed outcomes keep their actual history. Older events remain available for investigation without overwriting a newer authoritative projection.

   • Evidenced PMS outcome and unresolved differences
   • Updates Integration events, PMS requests, PMS reservations, PMS stay segments, PMS room assignments

6. Coordinate readiness Front Desk Coordinator

   Front Desk Coordinator checks the assigned room’s current occupancy, inspected readiness and active restrictions. Housekeeping Supervisor independently approves local readiness through room turnover. Any required block release has its separate Property Manager decision; a clean task alone does not establish availability.

   • Current readiness and blocking work
   • Updates Rooms, Housekeeping inspections, Room restrictions, Room discrepancies

7. Follow the actual arrival Front Desk Coordinator

   Front Desk Coordinator records the authoritative PMS arrival and room position, including discrepancies with local readiness. Actual occupancy stays visible even when it reveals an exception. Staff reconcile the conflict and restrict further promises until the current situation is understood.

   • Actual source occupancy and exceptions
   • Updates PMS stay segments, PMS room assignments, Room discrepancies

Front Desk Coordinator

Prepares requests, sends eligible intent and reconciles actual PMS facts.

Property Manager

Independently approves protected exceptions and evidenced block releases.

Housekeeping Supervisor

Approves inspected readiness.

Finance Manager

Approves required monetary exceptions.

Admin

Configures access and mappings under the appropriate review. Bookings & front desk explains the shared arrival view and source history.