Rooms and capacity

A unit represents bookable inventory. Its code, number, type and capacity identify what the property can offer. Property Manager maintains those details and the unit’s operating status. A stay references one unit, so the room decision should be made against that unit’s capacity and the exact arrival and departure dates rather than a general count of open rooms.

The same inventory can include rooms, suites and other bookable resources. Teams should use unit type consistently so a rate plan and a stay refer to comparable inventory. A unit marked Available is a candidate for a new booking; a unit marked Cleaning or Maintenance needs operational attention before it can be offered again.

• Capacity. Check the party size against the selected unit before confirming the stay.
• Condition. Keep Available, Occupied, Cleaning and Maintenance separate in daily work.
• Turnover. Move a departed room into cleaning and return it only after inspection passes.

Decide the meaning of each unit type and how capacity is entered. Establish who can change room status, who confirms cleaning, and which service request represents a housekeeping or maintenance job. A room marked Maintenance should have a named owner and a clear return-to-use decision. Room numbers and codes should remain stable enough for the front desk to identify the actual door.

Agree how the team handles an early departure or a delayed arrival. The planned dates on a stay still matter when checking another booking. Changing a room status alone should not be treated as permission to give away a confirmed guest’s nights.

Use a room with capacity for two guests. Create a requested stay for two and confirm it after checking that the requested nights are clear. Try a second request for the same room with an overlapping night; the manager should resolve that request before confirmation. At check-in the room becomes occupied. At check-out it becomes Cleaning, and a cleaning service request remains linked to both the stay and unit.

Have the assigned staff member complete the cleaning task and let Property Manager verify the condition. Only then return the room to Available. Repeat with a maintenance task to check that a room under repair does not appear as a ready arrival room. The room list and stay schedule should tell the same story even when several people work on turnover.

• Available Rooms — See bookable units with their number, type and capacity.
• Rooms Needing Cleaning — Identify rooms waiting for turnover work after departure.
• Stay Schedule — Check the dates already tied to a unit before confirming another stay.

Review request to confirmation for date and capacity checks, then arrival to room release for turnover. The data model shows the unit links.