Reservations

A reservation links the booking party, the unit, the arrival and departure dates, the guest count and the nightly rate. The Property Manager can see what was requested before the Front Desk Agent confirms it. The same record then anchors the service tasks, outlet bookings, charges and payments that arise during the visit. Use the reservation number when a guest calls so the team does not have to reconcile separate notes about the same stay.

• Request. Record the party, unit, stay interval, guest count and rate before offering a confirmation.
• Confirmation. Check capacity and overlapping intervals, then authorize the move from Requested to Confirmed.
• Stay. Check in against the confirmed record, link service and outlet work, and close out after financial reconciliation.

Decide who chooses the unit and who may confirm a requested stay. Agree how the team checks the dated rate plan and minimum nights before recording the nightly rate on the reservation. The unit’s capacity must cover the party size, and the arrival to departure interval must be clear enough to compare with other reservations. The confirmation step should reject a conflicting stay for the same unit. Keep a cancelled request distinct from a checked out stay so the operating queue remains accurate.

A party asks for a suite from Friday through Monday. The Property Manager checks the unit, capacity and dated rate plan, then records the request. The Front Desk Agent checks the interval before confirming. On arrival, the agent checks in the party and sees the unit marked Occupied. A cleaning task and a restaurant booking can then refer to that same reservation. Before departure, Finance Officer compares posted charges with confirmed payments. Checkout moves the reservation to checked out and the unit to Cleaning. The Property Manager returns the unit to Available after the cleaning inspection passes.

If another stay already covers that interval, confirmation should stop. A repeated confirmation of the same request should return the prior outcome instead of creating another booking. The person handling the call should be able to explain which unit and dates were checked.

• Requested stays — Requests awaiting a unit and interval decision.
• Active stays — Confirmed arrivals and checked-in guests grouped for daily work.
• Stay status board — A compact status view for the full reservation lifecycle.

Start with stay confirmation, then follow arrival and service and checkout. Review resources and rates when a requested stay needs a different unit.