Guests and rates

The party record holds guests, groups or companies attached to bookings. The party record gives the desk a name and contact details, while the booking records dates, places and its own rate per day. Property Manager can review both without treating a group name as an individual room assignment.

The rate plan record holds dated nightly plans by type, price and minimum days. Staff should agree which plan applies to a requested interval before entering the booking rate. The booking record remains the operational reference for the agreed stay. If a plan changes, a confirmed reservation should be reviewed deliberately rather than revised through an accidental bulk edit.

• Party identity. Keep one party number for the guest, group or company.
• Plan dates. Check plan start and end dates against the requested stay.
• Booking rate. Review the rate per day on the reservation itself.

Decide who maintains party contact information and who can change nightly plans. Set a rule for minimum days when a request straddles a plan boundary. Clarify the procedure for a guest who books through a company but pays individually, because the party and payment records serve different purposes.

Use a group party with a requested stay that starts near the end of a rate plan. Property Manager checks the plan dates and minimum stay rule, then enters the rate on the booking. Front Desk Agent verifies the party name and contact at arrival. Finance Officer later uses the booking reference when reviewing charges and receipts. A correction to the contact should not move those financial records to a different booking.

A booking party can be an individual, group or company. Front Desk Agent should confirm that the party on an arriving reservation is the party being served, especially when similar names occur in the records. Property Manager can compare the booking rate with the effective nightly plan without assuming a plan name alone determines the charge. For a longer stay, inspect both plan dates and the minimum-day rule. A change to party contact information should leave the reservation number and its linked account intact.

• Requested Bookings — Compare the party, stay dates, places and booking rate before confirmation.
• Confirmed Bookings — Verify the party and agreed stay before the arrival handoff.

See the first handoff and the next decision for the linked operating sequence.