Arrival and service work

A confirmed arrival gives the desk the guest, unit and stay dates. Once the guest is checked in, the reservation moves to checked in and the unit can be marked Occupied. Cleaning, maintenance and guest service tasks carry a task type, due date, assigned staff member, unit and reservation. Staff can see why the work matters to a particular stay rather than handling an unlinked instruction.

• Arrival context. Read the current reservation and unit before changing a guest-facing state.
• Assignment. Give each task a named person and due time so the next shift can follow up.
• Completion. Capture the completion date and task status when the work is finished.

The Property Manager can follow the reservation from request through checkout while each specialist keeps the record they own up to date. A change to one part of the stay should be checked against the linked records before the next person acts. The team should use the reservation number when discussing a particular visit, especially where a guest has stayed before.

Agree which team member may mark a guest checked in and who assigns each task type. Establish the handoff between front desk and housekeeping for a unit that is still Cleaning. Make sure every staff member used for assignment has a People record linked to the correct user; otherwise the personal task list cannot identify their work.

Keep the first operating cycle small enough that the desk, manager and finance team can check the same case together. Review who can see guest contact details and financial amounts, and test the shift handoff with an arrival and a departure on the same day. A clear owner for each status change matters more than an attractive calendar display.

A guest arrives while the room still needs a final clean. The Front Desk Agent reads the confirmed stay and checks the unit state. A Cleaning task is linked to that unit and reservation and assigned to a named person with a due time. The task moves from Open through Assigned and in progress to Completed as the work proceeds. The Property Manager reviews the unit before the desk treats it as ready. During the stay, a guest service task can use the same links and assignment pattern for a request from the guest.

Use that case during rehearsal. Have the next person open the linked reservation and explain what they would do, which record they would change, and what evidence they need before doing so. If the decision is still unclear, settle the property rule before relying on the view during a busy shift.

• My service tasks — Show a staff member the work assigned through their linked People record.
• Open service work — Show active cleaning, maintenance and guest service tasks with their due times.

See the operating handoff and implementation for the decisions to rehearse before the property uses this flow.