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Resort Activity Booking
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Resort Activity Booking · Available now

Coordinate stays and guided activities from booking to checkout.

A resort team can keep a guest's stay, chosen unit, guided activities and account together. Front Desk reviews a requested stay against its dates, party size and unit readiness before confirming it.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewArrivals Calendar
Resort Activity Booking · Reservations

Arrivals Calendar

Reservations in one list

New reservation
Reservations in view
6
Confirmed
3
Checked in
3
Confirmed3
Omar SayeedPoolside Room 12, king
14 Oct
Hiro TanakaPoolside Room 12, king
26 Oct
Jonah WhitakerRidge Room 204, twin
02 Nov
Add
Checked in3
Priya MenonLakeview Suite 1, king
26 Oct
Hiro TanakaCedar Villa 3, two bedroom
18 Oct
Diego SalcedoRidge Room 311, queen
22 Oct
Add
Omar SayeedReservations · RSR-93751
Confirmed
Arrival date14 Oct
Departure date19 Oct
UnitPoolside Room 12, king
Confirm stayRSR-93751 · Omar Sayeed

Front Desk decides after date, capacity and unit checks.

Waiting for Front Desk
ApproveReturn
Example screen with sample data
Tables, ready to use
11
Saved views
15
Roles with set permissions
6
Reports and dashboards
8
Features

See each stay and activity in context

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

Stay reservations

Review guest requests and confirm a feasible stay against a ready unit.

  • Guest identity
  • Stay commitment
  • Arrival handoff
  • Parties
  • Reservations
  • Units
  • Rate plans
Explore stay reservations
OverviewGuest Directory
Resort Activity Booking · Stay reservations

Guest Directory

Parties

New
Party numberNameEmailPhone
PRT-53704Arielle Marquezarielle.marquez@example.com+1 202 555 0141
PRT-21217Omar Sayeedomar.sayeed@example.com+1 202 555 0142
PRT-22124Tessa Nwosutessa.nwosu@example.com+1 202 555 0143
PRT-36748Hiro Tanakahiro.tanaka@example.com+1 202 555 0144
PRT-70764Amelie Vossamelie.voss@example.com+1 202 555 0145
6 of 6 records
Arielle MarquezParties · PRT-53704
Emailarielle.marquez@example.com
Phone+1 202 555 0141
Example screen with sample data
Process

Follow the guest from request to release

From stay request to settled checkout ships ready to use. 2 steps need a named approval before the work moves on: Confirm stay (Front Desk) and Reconcile folio (Finance).

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

  1. Review stay request

    Front Desk checks the guest, dates, unit and party size.

    Omar SayeedRSR-93751 · Front Desk
    Review stay requestBy Front Desk

  2. Confirm stay

    Front Desk confirms a feasible requested stay.

    Omar SayeedRSR-93751 · Front Desk
    Confirm stayBy Front Desk
    ApprovalFront Desk decides after date, capacity and unit checks.

  3. Check in guest

    The unit is occupied, room charges drafted and service work opened.

    Omar SayeedRSR-93751 · Front Desk
    Check in guestBy Front Desk

  4. Book activity

    Activity Coordinator links a guest stay to a scheduled departure.

    Omar SayeedRSR-93751 · Activity Coordinator
    Book activityBy Activity Coordinator

  5. Reconcile folio

    Finance compares posted charges with confirmed payments.

    Omar SayeedRSR-93751 · Front Desk
    Reconcile folioBy Front Desk
    ApprovalFinance decides whether posted charges match confirmed payments.

  6. Release unit

    Housekeeping finishes inspection before the unit is available.

    Omar SayeedRSR-93751 · Housekeeping
    Release unitBy Housekeeping

Start with Stay confirmation

Inside a record

Keep account and service records linked

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

  1. 1
    Record details

    Arrival date, Departure date and Unit.

  2. 2
    Activity reservations

    Each line is linked to this reservation.

  3. 3
    Who works on it

    Admin, Resort Manager and Front Desk, each with their own permissions.

  4. 4
    Process stages

    Prepare account, with the role that acts.

  5. 5
    Approvals

    Confirm stay and Reconcile folio, with who decides.

Arrivals CalendarOmar Sayeed
Resort Activity Booking · Reservations

Omar Sayeed

Poolside Room 12, king · Confirmed

Log activity
1
Record details
Arrival date14 Oct
Departure date19 Oct
UnitPoolside Room 12, king
2
Activity reservations

Omar Sayeed

Activity booking numberDepartureReservation
AR-93606Garden cooking class, October 23Tanaka stay, Cedar Villa
AR-16381Sunrise ridge hike, October 18Menon stay, Lakeview Suite 2
AR-68318Sunset kayak outing, October 25Menon stay, Lakeview Suite 2
Activity reservations
6
Total participants
2,930
3

Who works on it

  • AdminManage Users, People, Parties, Units, rate plans, Reservations…
  • Resort ManagerManage Reservations, Units, activity departures, activity…
  • Front DeskManage Parties, Reservations, service tasks
4

Process stages

  • Prepare accountFinance
5

Approvals

  • Confirm stayFront Desk
    Approved
  • Reconcile folioFinance
    Waiting
Example screen with sample data
Approvals

Make the guest decisions clear

OverviewApprovals
Resort Activity Booking · Overview

Approvals

Signed in as Front Desk

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • FC-36617Guided lake paddle for two guests
    Salcedo stay, Meadow CabinRequested by Admin
    Draft0dActions
  • FC-64841Spa treatment charged to Suite 1
    Menon stay, Lakeview Suite 2Requested by Admin
    Draft3dActions
  • FC-18408Dinner tasting for Garden Cabin 4
    Whitaker stay, Ridge Room 311Requested by Admin
    Draft2dActions
  • FC-16479Bike rental for Ridge Room 204
    Tanaka stay, Cedar VillaRequested by Admin
    Draft3dActions

Who approves what

DecisionApprover
Confirm stayFront Desk confirms a feasible requested stay.Front Desk
Reconcile folioFinance compares posted charges with confirmed payments.Finance
Approve stay confirmation and unit releaseResort Manager
Approve stay confirmationFront Desk
Approve folio reconciliationFinance
5 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Resort Activity Booking to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains access, reference data and operating configuration.

  • Manage Users, People, Parties, Units, rate plans, Reservations, activity departures, activity reservations, service tasks, folio charges, Payments
  • View all records

Roles and permissions

Reports

Review capacity, service and settlement

Review stay, activity, service and account decisions from connected records.

Overview
Resort Activity Booking · Overview

Resort Activity Booking dashboard

This quarter

Folio charges in view
6
Total amount
3,090
Draft
6

Reservations by status

How far records got this quarter

StageReachedStep
Requested30
Confirmed930%
Checked in333%
Checked out133%

Number of reservations by status

Sample counts per stage

100
-50Requested
-60Confirmed
-20Checked in
0Checked out
10Cancelled
Example screen with sample data
  1. 01Stay status and arrivals

    Group reservations by status and arrival date to plan front desk work.

  2. 02Unit readiness

    Show each unit's operational status, type and capacity.

  3. 03Activity departure capacity

    Compare participant totals on linked activity reservations with each departure's capacity.

  4. 04Activity booking status

    Summarize requested, confirmed, completed and cancelled activity bookings by departure.

  5. 05Guest service workload

    Count tasks by type, status, assignee and due date.

  6. 06Folio charge review

    Show draft, posted and voided charges grouped under each stay.

  7. 07Payment reconciliation

    Compare confirmed payment amounts with posted folio charges by reservation.

  8. 08Rate plan schedule

    Compare dated nightly rates and minimum nights by unit type.

All reports and dashboards

Who it's for

For resorts with guided guest activities

See how Resort Activity Booking fits your kind of team.

Coastal resorts

Coordinate beach stays, guided departures and room readiness in one operating cycle.

Mountain lodges

Plan guest stays and small guided sessions around real lodging and staff capacity.

Wellness retreats

Connect a guest's stay with scheduled small-group activities and service work.

Controls

Check dates, capacity and account state

Each stage, from stay request to settled checkout, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom stay request to settled checkout
Resort Activity Booking · Process

From stay request to settled checkout

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

Process stages
10
Approval steps
2
Roles involved
4
Tables touched
7
Confirm stayApproval
Front Desk
StatusRequested → Confirmed
RecordsUnits
Check in guest
Front Desk
StatusConfirmed → checked in
RecordsService tasks, Units
Deliver guest service
Housekeeping, Front Desk
StatusOpen → Completed
RecordsService tasks
From stay request to settled checkout
  1. Start
    Confirm stayRequested → Confirmed
    Units
  2. Step
    Check in guestConfirmed → checked in
    Service tasks
  3. Step
    Deliver guest serviceOpen → Completed
    Service tasks
  4. Step
    Prepare accountDraft → Posted
    Folio charges
  5. Approval
    Reconcile folioChecked in → checked out
    Payments
Example screen with sample data

See each stage in detail

AI agent

Ask Proto to prepare the next decision

Give your team an assistant for reviewing the next resort decision.

It can

  • Front Desk: Show requested stays with guest count, selected unit and dates that need a confirmation decision.
  • Activity Coordinator: Compare a guest activity request with its departure interval, guide and capacity.
  • Housekeeping: Show assigned service tasks and the unit state for the next inspection.
  • Finance: Compare posted folio charges with confirmed payments on the same reservation.

Stays with a person

  • A person decides whether a stay is confirmed, whether an account is settled and when an inspected unit is available.
  • The assistant can prepare the linked records and point out conflicting values.
  • Staff should check the actual guest, unit, departure and payment entries before changing a status or communicating a decision.

Set up an agent

Integrations

Connects to the tools you use

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

  • Resort Activity Booking
  • Payment collection
  • Guest communication
  • Accounting
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 11 tables
11tables
  • Stay reservations4
  • Units and rates4
  • Guest service4
  • Activity departures3
  • Activity bookings4
  • Folios and payments5
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. Prepare reference records

    Add staff, guides, guests, units and dated rate plans. Check unit types, capacity and staff links.

  2. Rehearse a stay

    Take one requested reservation through confirmation and check-in. Verify the unit state, draft charges and guest-service task.

  3. Rehearse an activity

    Schedule a guided departure and link a guest activity booking to the stay. Test invalid intervals and participant counts.

  4. Reconcile checkout

    Post approved charges, enter confirmed payment results, check out the stay and complete unit inspection.

  5. Review access and exceptions

    Sign in as each team role and test rejected requests, duplicate actions and a disputed account.

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 Resort Activity Booking.

All questions
How do I get started?

Click Get started, then use Proto to configure Resort Activity Booking for your business. Pilot one unit type, a few guest stays, a guided departure and a settled checkout so each team can review the handoff.

How does the front desk confirm a stay?

Front Desk checks the requested stay's dates, guest count and selected unit. The unit must have enough capacity and be ready for the confirmation decision.

Can a guest book a guided activity during a stay?

Yes. The activity reservation links the guest's stay to a scheduled departure and records the participant count. Activity Coordinator checks the session and stay intervals before moving the request forward.

How are guides assigned?

A departure links to a person in the staff roster. Activity Coordinator records the guide with the activity name, start, end and capacity.

Where does housekeeping see its work?

The service work board shows tasks by status and unit. Staff can review assignees and due times on that board; the unit status shows whether lodging is available, occupied, cleaning or under maintenance.

What happens at check-in?

The confirmed stay moves to checked in, the unit becomes occupied, nightly room charges are drafted and a guest-service task opens. The workflow checks for existing effects before adding them again.

How are room charges reviewed?

Finance uses the folio register to review each charge's service date, description, amount and status. Approved posted charges are used for checkout reconciliation.

Does a pending payment settle checkout?

No. Finance compares posted charges with confirmed payment entries on the same stay before approving settlement.

When can a unit be sold again?

After checkout, the unit enters cleaning. Housekeeping completes the inspection, and a settled account allows the unit to return to available.

Where can managers review activity capacity?

The departure calendar shows each session's time, guide and capacity. The activity booking board and departure capacity report help managers review linked participant requests.

Set up Resort Activity Booking 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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