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- Gym + CRM + Billing
- Features
- Guests and parties
Guests and parties
Keep the guest or booking party attached to each stay.
OverviewStays in progress×
Gym + CRM + Billing · Guests and parties
New
Stays in progress
Bookings
| Reservation number | Member | Resource | Starts at | Ends at | Rate per day | |
|---|---|---|---|---|---|---|
| BKN-25898 | RSR-97619 | 25 Oct | 31 Oct | 4 | ||
| BKN-12504 | RSR-65342 | 13 Oct | 15 Oct | 13 | ||
| BKN-66660 | RSR-95035 | 21 Oct | 25 Oct | 27 | ||
| BKN-78324 | RSR-45761 | 25 Oct | 28 Oct | 14 | ||
| BKN-92180 | RSR-15792 | 19 Oct | 21 Oct | 4 |
6 of 6 records
RSR-97619Bookings · BKN-25898
In ProgressStarts at25 Oct
Ends at31 Oct
Rate per day4
What you can do
Keep the guest or booking party attached to each stay
A travel coordinator books a stay for a colleague. The party record carries the name, email and phone used to find the booking; the reservation carries the room, arrival, departure, party size and rate. Staff can follow the booking without treating the contact record as a charge or a payment.
How the work is organized
The party may represent a guest, group or company. Its record is deliberately small, so the booking is where the operational terms live. A single party can be linked to multiple reservations, preserving a useful history for a repeat guest while keeping each stay and its folio separate.
- Identify the party. Property Manager maintains a guest, group or company record with name and contact details.
- Attach the stay. Each booking points to one party and holds its own dates, resource and rate.
- Keep visits distinct. A repeat party may have separate bookings with separate facility activity and financial records.
What to agree during setup
Agree the naming convention for guests, groups and companies. Decide how to distinguish two people with the same name and who may correct contact details. During migration, connect every current reservation to the right party before moving its charges or facility bookings.
Choose how the Property Manager distinguishes similar names and corrects an email or phone number. During import, match each booking to the intended party before linking charges. Front Desk Agent should verify the stay dates when the same guest has several bookings.
Check the handoff on an actual case
A guest calls about a restaurant reservation made during a stay. The front desk locates the party, opens the relevant booking and finds the facility reservation under that stay. If the same guest has two visits, the agent chooses the booking with the matching dates instead of mixing charges from separate stays.
Front Desk Agent finds the guest party and opens the booking for the dates in question. A second booking for the same party must keep its own restaurant visit and charges. Property Manager checks the party link before correcting a mistaken match.
What your team sees
- Booking status board — Stay states with the linked party and resource.
- Booking requests — New stay requests that need a party and resource check.
Follow the work through
- Booking To Completion follows the linked case through its next handoff.
- Implementation plan sets the first operating cycle and access review.
What it keeps track of
Data model- Members
- Guests, groups, companies and other booking parties.
- Bookings
- Stay and resource bookings with arrival, departure, party size and nightly rate.
Who uses it
Permissions- Property Manager
- Manages Members and Bookings.
- Front Desk Agent
- Reads the stay and handles facility bookings; Finance Officer reads party context for charges.
Set up Gym + CRM + Billing your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.