Stays and check-in

A guest stay begins with a party, a unit, arrival and departure dates, party size and a nightly rate. Property Manager can review that combination before a booking is confirmed. The room must have enough capacity for the party, and the dates must leave it available for every requested night. A reservation number then gives the front desk and finance team one reference for the same guest visit.

A guest might request a room for a three-night visit while the room is already committed for its middle night. The right response is to resolve the date or unit conflict before confirmation. Moving the status forward without that check would give two parties the same room. The team should also agree how a cancelled request releases its tentative place in the arrival list.

• Request. Property Manager checks the party, unit, dates, guest count and rate on the stay.
• Arrival. Front Desk Agent works from confirmed arrivals and identifies the unit to occupy.
• Departure. The team reconciles charges and receipts before the stay leaves occupancy and the room enters cleaning.

Decide who may create and confirm a stay, which unit types are bookable for each party size, and how a rate plan becomes the nightly rate on a reservation. Agree how to handle a request that overlaps a confirmed stay and who resolves a cancelled booking. The front desk needs a clear rule for an arrival whose room is still marked Cleaning or Maintenance.

Finance Officer should agree with Property Manager which posted charges belong to the departing stay and how an outstanding account is acknowledged. Receipt confirmation has its own status and must be reconciled separately. Check-out should not turn a pending receipt into confirmed money.

Create a party and a stay for a unit whose capacity fits the guest count. Confirm its dates and inspect the same unit on the stay schedule. Try another request with overlapping nights; keep that request visible until the conflict is resolved. At arrival, confirm the first stay is the one being checked in and the unit becomes occupied. Add a service task and a charge against that stay, then review those linked records before departure. After check-out, the unit enters cleaning and waits for inspection before it is available again.

A manager should be able to trace the reservation number from the request through the guest record, room record and financial record. The front desk should be able to answer which stay currently occupies a room without interpreting an outlet booking as a room reservation.

• Stay Requests — Review requested dates, room and party size before confirming a stay.
• Stay Schedule — See requested, confirmed and occupied stays against their arrival and departure dates.
• Current Guests — Find the room and party for a checked-in stay.

Follow request to confirmation and arrival to room release. Use the implementation plan to rehearse an overlapping request and a real departure.