Units and rate plans

Each unit has a code, number, type, capacity and operating status. The Property Manager uses these facts when placing a guest. Rate plans hold a unit type, effective start and end, nightly rate and minimum nights. The dated plan supports a pricing decision; the reservation retains the rate per night agreed for that particular stay. A later rate change does not have to rewrite an earlier guest commitment.

• Unit identity. Use a stable code and a guest-facing unit number consistently when staff discuss a room.
• Capacity. Compare the party size with the booked unit rather than assuming a room type guarantees the fit.
• Date coverage. Check the plan period and minimum nights against the requested stay before quoting.

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 the unit types and the meaning of each capacity figure. Set the owner for rate plan dates and for changes during a busy period. Decide how maintenance blocks are communicated to the desk and who marks a room Available after work is complete. Keep any separate channel pricing process explicit during setup.

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 family asks for a two-night stay in a suite. The Property Manager reviews the suite capacity and the dated rate plan for that unit type. The plan has a minimum stay rule, so the team checks it before entering the reservation rate. Later, a maintenance task puts that unit in Maintenance. The desk sees the unit state while considering another reservation and offers a different unit only after checking its capacity and applicable plan.

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.

• Units needing attention — Find units marked Cleaning or Maintenance before assigning a guest.
• Rate plan schedule — Compare effective dates, unit types, nightly rates and minimum nights.

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