Guest parties

The stay names a party rather than relying on a free-text guest label. A party can represent an individual guest, group or company. Its number and name identify the booking contact; email and phone provide ways for the operating team to reach that contact. The party link stays with the reservation as dates, room or status change.

For a group arrival, the party record helps the front desk distinguish the booking contact from the guest count. A party of several travelers may occupy a room whose capacity needs checking. The contact record does not replace that capacity decision, and a matching name alone is not enough to assume two reservations belong to the same party.

• Identity. Maintain a clear party name and contact details for the stay.
• Linkage. Select the party on the reservation so room and payment work points back to the same visit.
• Review. Check the contact before a changed arrival or departure needs communication.

Decide when staff create a new party and when they reuse one. Confirm who can correct a contact detail and how the team checks likely duplicates. A company or group booking should have an agreed contact person outside the app if several travelers share one party record. The reservation’s guest count remains the field used against room capacity.

Agree which staff roles need access to email and phone in daily work. Property Manager manages party records, while Front Desk Agent can view them while preparing an arrival. Finance Officer can view the party behind a receipt or charge without editing the contact record as part of payment reconciliation.

Create a party with a name, email and phone, then connect it to a requested stay. Put the stay in the arrival review with its unit, dates and guest count. Ask the front desk to locate the contact from the reservation and verify that the room fits the party size. Add another stay for the same party on different dates and check that each reservation keeps its own unit, dates and financial records.

Now change a contact detail on the party. Confirm that staff can still find both stays and that neither reservation is recreated merely to update the phone number. Review a pending receipt on one stay and make sure Finance Officer can identify its booking party through the lease reference. This case tests that the person to contact and the transaction to reconcile remain connected.

• Stay Requests — Find the party behind each proposed arrival before confirming a room.
• Current Guests — Identify the party and occupied unit during a stay.

The request to confirmation process connects the party to a room and dates. The payment review process traces money to that same stay.