Booking to arrival
Prepare arrivals and follow booking changes through confirmed PMS outcomes.
7 stages · 1 approval
Roles and responsibilities
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Step 1Review arrivals
Segment NumberReservationRoom TypeArrival Date
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Step 2Prepare the request
Request NumberPropertyKindReservationAmend Reservation
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Step 3Review the exception
Request NumberPropertyKindReservationAmend Reservation
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Step 4Send the request
Request NumberPropertyKindReservationAmend Reservation
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Step 5Reconcile the result
Request NumberPropertyKindReservationAmend Reservation
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Step 6Coordinate readiness
Inspection NumberTaskRoomInspected By
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Step 7Follow the actual arrival
Segment NumberReservationRoom TypeArrival Date
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Review arrivals
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.
Prepare the request
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.
Approval required
Review the exception
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.
Send the request
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.
Reconcile the result
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.
Coordinate readiness
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.
Follow the actual arrival
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.
Approvals and exception handling
1 approval required in this process
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Review the exception
Property Manager signs when required · send the request waits
PMSRequests, ApprovalDecisions, HospitalityPolicies - Source identity includes connectionProperty and external object or event; similar guest names do not establish a match. New-booking requests use actual property and availability evidence without inventing an existing reservation.
- Calendar stay nights follow the property's timezoneActual occupancy timestamps and financial posting periods retain their separate purpose.
- A source version gapActive restriction or unresolved request cannot become a positive availability confirmation.
- Guest details remain limited to the current taskAuthorized property scope.
When the process needs attention
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exception
Review the exception
Required monetary exceptions also need Finance Manager approval.
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reject
Reconcile the result
Rejected, changed and partially completed outcomes keep their actual history.
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exception
Follow the actual arrival
Actual occupancy stays visible even when it reveals an exception.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Review arrivals | PMSReservationsPMSStaySegmentsPMSAvailabilitySnapshotsPMSRoomAssignments | Current source arrival position |
| 2 Prepare the request | PMSRequestsPMSReservationsDocumentRevisions | Exact requested change |
| 3 Review the exception | PMSRequestsApprovalDecisionsHospitalityPolicies | Protected intent authorized |
| 4 Send the request | PMSRequestsIntegrationDeliveries | Tracked outward request |
| 5 Reconcile the result | IntegrationEventsPMSRequestsPMSReservationsPMSStaySegmentsPMSRoomAssignments | Evidenced PMS outcome and unresolved differences |
| 6 Coordinate readiness | RoomsHousekeepingInspectionsRoomRestrictionsRoomDiscrepancies | Current readiness and blocking work |
| 7 Follow the actual arrival | PMSStaySegmentsPMSRoomAssignmentsRoomDiscrepancies | Actual source occupancy and exceptions |
Process reports
All reportsArrivals and Stay Position
At an explicit property timezone, business date and source-version cutoff, report current PMSReservations, PMSStaySegments and PMSRoomAssignments with the relevant Rooms, RoomTypes and PMSAvailabilitySnapshots; distinguish requested room type from assigned physical room, pending PMSRequests from authoritative confirmed facts, scheduled dates from actual occupancy segments, current projections from unresolved gaps/conflicts and performed stay history from remaining planned scope; use half-open arrival/departure calendar nights only for stated stay measures, never infer financial revenue from those nights, subtract pending requests from an invented local capacity pool or sum stale and current versions as extra guests.
Room Readiness
At each property's declared cutoff, show one current room with separate PMS occupancy/assignment, local HousekeepingTasks cleaning evidence, independently approved HousekeepingInspections and active RoomRestrictions/RoomDiscrepancies; current readiness requires its exact turnover revision and every applicable prerequisite, with blocked, unknown, conflicting and awaiting-confirmation scope visible; count distinct rooms once despite multiple tasks or overlapping blocks and preserve local restriction versus PMS sellability as separate dimensions, never turn a Clean task or sent status request into an occupied-room checkout or authoritative Available flag.
Property Stock and Supply
Reconcile current InventoryPositions/StockLayers and exact InventoryReservations by company, property department, warehouse/location, product/base unit and current Lots/LotPortions/Serials with StockTransfers and DepartmentUses/DepartmentUseLines; show owned stock, transit, issued WIP, current restrictions, reserved quantities, actual department consumption and unused return sources separately, retain original lot/date/hold lineage through physical splits and current carrying through movement, count disjoint current leaf populations once without aggregate parents or summed overlapping holds, and keep transfer/request/booking/charge activity from becoming a second consumption or purchase.
Housekeeping Work
Group HousekeepingTasks under the applicable HousekeepingPlans by property, actual assignee and service/turnover date, retaining planned and actual times, access/service preferences, work evidence, inspection outcome and the reason for deferred, declined, incomplete or reopened work; distinguish occupied-room service from a departure turnover and source-driven task generation from real completion, count each current task once while preserving earlier revisions, and do not derive paid time, room availability or supply consumption from task status.
Run by an agent
Agent support
An assistant cannot supply an independent human approval or invent an external result. A requested booking is confirmed only from authoritative PMS evidence. Room readiness requires the actual work and selected inspection, and monetary or stock effects require their own approved sources.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› booking to arrival · review arrivals on PMSReservations, PMSStaySegments, PMSAvailabilitySnapshots, PMSRoomAssignments
✓ Front Desk Coordinator checks the current PMS reservation, stay segments and source availability for the property.
› booking to arrival · prepare the request on PMSRequests, PMSReservations, DocumentRevisions
✓ Front Desk Coordinator records the requested change, current source preconditions and reason.
› booking to arrival · review the exception on PMSRequests, ApprovalDecisions, HospitalityPolicies
⏸ approval when required · waiting for the property manager
# 4 more stages after approval: send the request, reconcile the result, coordinate readiness, follow the actual arrival
Other processes
5 moreRoom turnover
Move from actual departure through inspected readiness and confirmed PMS updates.
7 stages · 2 approvals
Kitchen to service
Follow kitchen preparation through accepted output and actual food service.
9 stages · 6 approvals
Procure to pay
Follow hotel purchasing through accepted delivery and supplier settlement.
8 stages · 3 approvals
Order to cash
Connect approved local goods orders with delivery, billing and collected cash.
5 stages · 2 approvals
PMS to books
Reconcile PMS activity and actual tender settlement with each company’s books.
8 stages · 2 approvals