Clients and bookings

Property Manager records the client name and available contact details before making a reservation. One client can have several visits; each visit keeps its own booking number, dates, resource, client count, daily rate and status. That distinction matters when a client schedules a wig consultation and later books a fitting. Staff can follow each visit without merging separate dates or financial activity.

A booking request identifies the intended resource. The manager checks the interval from start through end, the client count and the resource capacity. A requested visit should stay in its request state while those details are assessed. Front Desk Agent confirms the request after checking capacity and overlapping dates. Opening the calendar does not make that decision.

• Client identity. Keep the client’s name and contact information on the client record used by each booking.
• Visit interval. Put the start and end dates on the booking, with the chosen resource and client count.
• Decision state. Use the booking status to distinguish requests, confirmed visits, active visits, completed visits and cancellations.

Agree how Property Manager hands a requested booking to Front Desk Agent for confirmation. Define how staff handle a request that overlaps an already confirmed visit, exceeds the selected room’s capacity or lacks clear dates. Agree when a cancellation is recorded so a released slot is visible to the team. The daily rate on the booking should be checked against the dated rate plan used for the resource type; the booking retains the rate for that visit.

A client asks for an extension consultation in a fitting room. Property Manager opens a booking with the selected room, dates and client count. Front Desk Agent checks the room’s capacity and other bookings for the same interval, then confirms the valid request. Both roles can follow the visit on the booking calendar. At arrival, the booking becomes checked in and the room becomes occupied. At departure, staff use the booking as the common reference for charges, payments and cleaning work. If the visit is cancelled, its status makes the change visible to staff reading the calendar.

A useful rehearsal uses two requests for the same room and overlapping dates. The team should resolve the collision before promising the room to either client. Rehearse a client count above capacity as well. Record the decision on the correct booking, keeping the other request distinct.

• Booking requests for review — Requests ready for the manager to assess against resource capacity.
• Booking calendar — Upcoming and active visits arranged by their start and end dates.

Follow booking and visit decisions and financial review through the records above.