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Hotel + Restaurant + Spa
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Hotel + Restaurant + Spa · Available now

Run the stay and every linked service from one reservation.

A Property Manager runs reservations against bookable units, dated rate plans and guest parties. Front Desk Agent confirms requested stays after checking the unit, dates and party size, then checks guests in against the confirmed reservation.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewRequested Stays
Hotel + Restaurant + Spa · Reservations

Requested Stays

confirmed waits for the front desk agent

New reservation
Reservations in view
6
Total guest count
101
Requested
6
Reservation numberGuestUnitArrival dateDeparture dateGuest count
RSR-43731Omar CostaHarbor Room 410, double19 Oct26 Oct7
RSR-97924Mina PatelGarden Room 112, queen24 Oct28 Oct38
RSR-55375Mina PatelCourtyard Room 215, king27 Oct01 Nov10
RSR-57769Hana LeeFamily Suite 308, two queens22 Oct27 Oct10
RSR-54130Amira KhanTerrace Suite 501, king04 Nov10 Nov5
6 of 6 records
Omar CostaReservations · RSR-43731
Requested
UnitHarbor Room 410, double
Arrival date19 Oct
Departure date26 Oct
Guest count7
Approve final chargesRSR-43731 · Omar Costa

Operations Reviewer approves eligible charge outcomes after source review; Finance Officer reconciles the final folio.

Waiting for Operations Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
12
Saved views
14
Roles with set permissions
5
Reports and dashboards
8
Features

The stay, outlet and service work together

Every feature works on the same records. Pick one to see the screen your team works in.

Reservations

Take a stay from request to confirmed arrival against the right guest and unit.

  • Requests
  • Confirmation
  • Stay history
  • Reservations
  • Parties
  • Units
  • Rate plans
Explore reservations
OverviewConfirmed Arrivals
Hotel + Restaurant + Spa · Reservations

Confirmed Arrivals

Checked in waits for the front desk agent

New
Reservation numberGuestUnitArrival dateDeparture dateStatus
RSR-56179Fatima DialloTerrace Suite 501, king04 Nov10 NovConfirmed
RSR-32720Jasper ReedFamily Suite 308, two queens18 Oct22 OctConfirmed
RSR-65184Mina PatelTerrace Suite 501, king21 Oct26 OctConfirmed
RSR-15839Nico RossiGarden Room 112, queen04 Nov13 NovConfirmed
RSR-22159Leo MorenoFamily Suite 308, two queens31 Oct04 NovConfirmed
6 of 6 records
Fatima DialloReservations · RSR-56179
Confirmed
UnitTerrace Suite 501, king
Arrival date04 Nov
Departure date10 Nov
Example screen with sample data
Process

From request to ready unit

Request to ready unit ships ready to use. One step needs a named approval before the work moves on: Approve final charges (Operations Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Capture request

    Record the guest, unit, dates and party size for a proposed stay.

    Omar CostaRSR-43731 · Property Manager
    Capture requestBy Property Manager

  2. Confirm stay

    Check capacity and overlapping nights before the desk accepts the stay.

    Omar CostaRSR-43731 · Front Desk Agent
    Confirm stayBy Front Desk Agent

  3. Check in

    Record arrival and move the unit into occupied service.

    Omar CostaRSR-43731 · Front Desk Agent
    Check inBy Front Desk Agent

  4. Record outlet service

    Keep restaurant and spa visits linked to the guest's reservation.

    Omar CostaRSR-43731 · Front Desk Agent
    Record outlet serviceBy Front Desk Agent

  5. Approve final charges

    Review the source evidence and eligible charges for the final folio.

    Omar CostaRSR-43731 · Operations Reviewer
    Approve final chargesBy Operations Reviewer
    ApprovalOperations Reviewer approves eligible charge outcomes after source review; Finance Officer reconciles the final folio.

  6. Check out

    Reconcile confirmed receipts, complete departure and send the unit to cleaning.

    Omar CostaRSR-43731 · Front Desk Agent
    Check outBy Front Desk Agent

Start with Stay confirmation

Inside a record

Connect the systems that confirm money

Open any reservation to see its folio charges, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Unit, Arrival date, Departure date and Guest count.

  2. 2
    Folio charges

    Each line is linked to this reservation.

  3. 3
    Who works on it

    Front Desk Agent, Property Manager and Finance Officer, each with their own permissions.

  4. 4
    Process stages

    Capture request and Prepare arrival, with the role that acts.

  5. 5
    Approvals

    Approve final charges, with who decides.

Requested StaysOmar Costa
Hotel + Restaurant + Spa · Reservations

Omar Costa

Harbor Room 410, double · Requested

Log activity
1
Record details
UnitHarbor Room 410, double
Arrival date19 Oct
Departure date26 Oct
Guest count7
2
Folio charges

Omar Costa

Folio charge numberService dateDescription
FC-5843120 OctTerrace suite, two nights
FC-5817804 NovChef's tasting menu for two
FC-4108330 OctAromatherapy massage, 60 minutes
Folio charges
6
Total amount
3,570
3

Who works on it

  • Front Desk AgentManage outlet bookings, service tasks
  • Property ManagerManage outlet bookings, Parties, rate plans, Reservations…
  • Finance OfficerManage folio charges, outlet charges, Payments
4

Process stages

  • Capture requestProperty Manager
  • Prepare arrivalProperty Manager
5

Approvals

  • Approve final chargesOperations Reviewer
    Approved
Example screen with sample data
Approvals

Decisions with a named owner

Front Desk Agent captures outlet bookings and service work; Property Manager maintains stays, parties, rates and units.

OverviewApprovals
Hotel + Restaurant + Spa · Overview

Approvals

Signed in as Operations Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • PYM-97359Card receipt 90411
    Hana Lee, poolside suite stayRequested by Front Desk Agent
    Pending1dActions
  • PYM-54735Deposit receipt 58203
    Mina Patel, family suite stayRequested by Front Desk Agent
    Pending3dActions
  • PYM-91015Bank transfer 77190
    Mina Patel, family suite stayRequested by Front Desk Agent
    Pending2dActions
  • PYM-68270Cash receipt 2208
    Hana Lee, poolside suite stayRequested by Front Desk Agent
    Pending4dActions

Who approves what

DecisionApprover
Approve final chargesReview the source evidence and eligible charges for the final folio.Operations Reviewer
1 approval rule · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Hotel + Restaurant + Spa to the work that is theirs. Pick a role to see what it starts with.

Front Desk Agent

Captures assigned stays and service work and evidence.

This is the first screen this role sees.

OverviewReservation Board

Reservation Board

Reservations · Front Desk Agent

Requested2
Omar CostaSpa Treatment Room 2
Amira KhanLoft Room 603, king
Add
Confirmed2
Omar CostaGarden Room 112, queen
Hana LeeCourtyard Room 215, king
Add
Checked in2
Leo MorenoCourtyard Room 215, king
Nico RossiLoft Room 603, king
Add
Example screen with sample data

Roles and permissions

Reports

Answers from linked stay records

Answer stay, outlet, payment and service questions from linked records.

Overview
Hotel + Restaurant + Spa · Overview

Hotel + Restaurant + Spa dashboard

This quarter

Folio charges in view
6
Total amount
3,570
Draft
3
Posted
3

Reservations by status

How far records got this quarter

StageReachedStep
Requested32
Confirmed2166%
Checked in1467%
Checked out964%

Guest count by status

Sample totals per stage

10.0k0
7.0kRequested
9.0kConfirmed
10.0kChecked in
10.0kChecked out
6.0kCancelled
Example screen with sample data
  1. 01Stay status by unit

    Which stays are requested, confirmed, in house or checked out for each unit?

  2. 02Upcoming arrivals

    Which guest parties and units are due for arrival next?

  3. 03Unit readiness

    Which units are available, occupied, cleaning or under maintenance?

  4. 04Outlet booking diary

    Which restaurant and spa visits are scheduled against a stay?

  5. 05Charges by reservation

    Which folio and outlet amounts are draft, posted or voided for a guest?

  6. 06Confirmed payment register

    Which received payments have a confirmed status and reference?

  7. 07Outstanding checkout review

    Where do posted charges exceed confirmed receipts, pending separate approval review?

  8. 08Service work by assignee

    Who owns open work and which tasks were completed?

All reports and dashboards

Who it's for

A fit for rooms and guest outlets

See how Hotel + Restaurant + Spa fits your kind of team.

Hotels

Manage room stays, guest service and turnover from the reservation.

Hotels with restaurants

Attach dining bookings and charges to the guest's stay.

Hotels with spas

Keep treatment bookings and guest charges connected to the stay.

Controls

Know why each outcome was saved

Each stage of request to ready unit names the role that acts and the status it records, so a change is never anonymous.

OverviewRequest to ready unit
Hotel + Restaurant + Spa · Process

Request to ready unit

Each stage, the role that acts and the status it records

Process stages
11
Approval steps
1
Roles involved
4
Tables touched
7
Confirm stay
Front Desk Agent
StatusRequested → Confirmed
RecordsUnits
Check in
Front Desk Agent
StatusConfirmed → checked in
RecordsFolio charges, Reservations, Units
Record outlet service
Front Desk Agent, Operations Reviewer
StatusDraft → Posted → Voided
RecordsOutlet bookings, Outlet charges, Reservations
Request to ready unit
  1. Start
    Confirm stayRequested → Confirmed
    Units
  2. Step
    Check inConfirmed → checked in
    Folio charges
  3. Step
    Record outlet serviceDraft → Posted → Voided
    Outlet bookings
  4. Approval
    Approve final chargesOperations Reviewer, Finance Officer
    Operations Reviewer
  5. Step
    Check outChecked in → checked out
    Reservations
Example screen with sample data

See each stage in detail

AI agent

Give your team a useful assistant

Use Proto to prepare stay, outlet and finance work for the responsible team.

It can

  • Front Desk Agent: Find requested stays, show the unit and date details, and prepare a confirmation for the agent to review.
  • Property Manager: Show unit readiness and service tasks tied to an arrival or departure.
  • Finance Officer: Gather posted folio and outlet charges with confirmed payments for checkout review.
  • Operations Reviewer: Surface the reservation and source evidence behind an outlet outcome.

Stays with a person

  • A person remains responsible for confirmation and eligible charge approval.
  • The provider confirms payment; Proto cannot turn a pending receipt into confirmed money.
  • A unit returns to available only after the property's housekeeping inspection passes.
  • Give each assistant the same access boundary as the person it supports.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Hotel + Restaurant + Spa
  • Payment provider
  • Accounting
  • Guest communications
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 12 tables
12tables
  • Reservations4
  • Units and rates4
  • Guests and staff6
  • Check-in and service6
  • Restaurant and spa5
  • Folio and payments6
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set the operating records

    Property Manager checks units, capacity, status, rate plans and guest parties. Map staff records to users and check role access with each account.

  2. Rehearse the stay

    Front Desk Agent confirms a requested reservation, checks it in and opens a service task against the same unit and stay.

  3. Rehearse outlet work

    The desk records restaurant and spa bookings from the specialty page. Finance Officer prepares a charge, and Operations Reviewer checks source evidence.

  4. Rehearse departure

    Finance Officer reconciles approved charges with confirmed payments or an explicit outstanding account. Front Desk Agent checks out the stay; Property Manager releases the unit after housekeeping inspection.

  5. Review a full shift

    Run arrival, outlet and departure cases with each role’s own access and resolve exceptions before wider use.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Hotel + Restaurant + Spa.

All questions
How do I get started?

Click Get started, then use Proto to configure Hotel + Restaurant + Spa for your business. Begin with the unit list, a guest party and a requested stay, then rehearse confirmation, check-in and checkout with your team.

How does the desk confirm a stay?

Front Desk Agent reviews the guest, unit, party size and dates. Confirmation checks capacity and overlapping nights again while the unit is locked, then saves the confirmed status.

Can a departure and new arrival share a day?

The confirmation interval includes the arrival date and excludes the departure date. A new stay can start on the earlier stay's departure date when the unit can be prepared between them.

Where do restaurant and spa bookings appear?

Front Desk Agent submits a booking against the selected reservation. The saved booking appears in the outlet view and linked reservation detail, with source evidence available for review.

How do outlet charges reach the guest folio?

An outlet charge points to the reservation and follows the authorized draft, posted or voided status path. Finance Officer reviews eligible posted activity with other charges at checkout.

When does a payment count as received?

Finance Officer uses a payment marked confirmed from the provider-backed process. Pending and refunded outcomes remain separate from confirmed money.

What happens when a guest checks out with a balance?

The final folio reconciles approved charges against confirmed payments. The team explicitly acknowledges an outstanding account before checkout proceeds.

When can a room be offered again?

Checkout moves the unit to cleaning. Property Manager returns it to available only after the housekeeping inspection passes.

Who can see service work?

Front Desk Agent and Property Manager coordinate tasks linked to the unit and reservation. The shared Service Task Board shows the assignee, and Operations Reviewer can inspect relevant evidence.

Can I connect accounting or guest messages?

Set up the property's accounting and communication connections during implementation. Agree which process owns each outcome and test the handoff against a real reservation.

Set up Hotel + Restaurant + Spa your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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