Guest and staff records

Members are the parties behind stays: an individual guest, group or company can have a party number, name and contact details. A reservation points to that party, allowing the desk to find the right stay and related charges without copying the guest’s name into every operational record. Correct contact details help with arrival planning, while the party identity provides a stable link across multiple reservations.

People records describe staff. Each has a name, role title, active state and link to a user. The user record holds the sign-in identity and an access role. Property Manager uses staff identities for service assignments; Admin oversees user access. Operations Reviewer, Finance Officer and Front Desk Agent each need a view appropriate to the work they actually handle. A former employee’s old tasks remain attributable even if that person’s active state changes.

For a repeat guest, Front Desk Agent identifies the existing party so Property Manager can open a new booking without overwriting the previous stay. For a new housekeeper, Admin confirms the user link and Property Manager assigns a cleaning task to the corresponding person. These two cases show why guest parties, staff people and user accounts serve different purposes even though all have names.

• Source. Begin with the booking, unit or person record that owns the work, and use its linked records for the surrounding context.
• Decision. Give the named operational role a clear point to confirm, post, assign or complete the work.
• Follow-through. Review the next state and the linked reservation before handing it to another team.

• Agree how duplicate guest parties are identified before adding a booking.
• Review staff role titles and active states before assignment.
• Set access to guest contacts and financial records by named role.

Choose a repeat guest with an earlier checked-out booking. Ask Property Manager to create a second requested reservation against the same party and verify the first stay still has its own dates, unit and account. Then assign a room task to a staff member linked to an active user. The task should show the correct person, while another employee should not inherit that person’s identity.

• My staff record — Check the staff identity linked to the signed-in user.
• Requested stays — Review incoming reservations before confirming a unit and interval.
• Open service tasks — Find work that needs an assignee or completion.

• Read the reservation to arrival process.
• Read the room turnover process.