Guests and units

Parties hold the guest or group contact details. Units hold the bookable room or other resource, its type, capacity and current operational status. A reservation joins one party to one unit for its arrival and departure. Keep the booking party distinct from the staff member who handles the arrival, and check that the selected unit can hold the stated guest count.

A unit marked Cleaning is an operational handoff. The next stay can be prepared while housekeeping works, but the desk needs a reliable readiness decision before assigning that space to a guest. After departure, the unit returns to Available only after the cleaning inspection passes. Maintenance status calls for a different intervention.

A booking party may be a guest, group or company. Keep its contact record separate from the reservation so later stays can refer to the same party without copying a name into every service task. The unit record answers a different question: what space is booked and whether it is ready now. When a guest moves to another unit, check the reservation link and the readiness of the replacement before the desk confirms the change.

• Guest identity. The Property Manager keeps the booking party’s name and contact details tied to the correct reservation.
• Unit state. The Property Manager checks capacity and whether the space is Available, Occupied, Cleaning or in Maintenance.
• Arrival handoff. The Front Desk Agent sees the same guest and unit links when preparing the next stay.

Agree which booking party should own a group or company stay and who corrects contact details. Decide who changes a unit’s status after checkout, cleaning and inspection. Keep maintenance work distinct from a routine cleaning handoff. Before staff use a room again, rehearse the decision with its current unit status and the cleaning task linked to the departing stay.

Have the Property Manager compare the departing stay and the arriving request against the same unit. Ask the Front Desk Agent to find the booking party and confirm its contact details. Complete the cleaning task, then check the inspection decision before changing the unit to Available. If the room needs maintenance, keep it out of the ready-unit list and give the next shift the task owner.

• Occupied units — See spaces in use and identify the stay to check before the next arrival.
• Units needing cleaning — Follow rooms waiting for a cleaning and inspection decision.

Walk through the related operating process with the team, then use the data model to check the records each step changes.