Activity bookings

An activity reservation connects one scheduled departure to one stay and records the number of participants. The guest’s identity follows from the stay, while the guide, time and capacity follow from the departure. Activity Coordinator can therefore answer which session the guest selected and how many places the booking requests without relying on free-text notes.

Capture checks that the departure and reservation links exist, that participant count is a positive whole number within the departure’s capacity, and that the departure and stay intervals are sensible. It also checks the linked stay’s status and recognizes repeated source identity. A booking with a missing link or impossible interval must be corrected before it is treated as valid participation.

• Stay link. Keep the activity booking attached to the guest’s actual reservation.
• Departure link. Use the scheduled session for guide, time and capacity information.
• Booking state. Review requested, confirmed, completed and cancelled activity bookings distinctly.

Agree when the coordinator confirms a requested activity booking and who can cancel it. Decide what the team does when a stay date changes after an activity has been booked. The coordinator should review the linked departure interval and the guest’s stay before accepting the change. Agree how combined participation across several bookings is monitored against the departure’s capacity. The individual validation checks one booking’s participant count against the session capacity; the team still needs a clear operating decision for a nearly full session.

A family staying from Friday through Monday asks for three places on a Saturday guided activity. The coordinator links their stay to the Saturday departure and enters three participants. If the departure capacity is two, capture rejects the booking. If the chosen departure falls outside a sensible stay interval or the stay is in a state that cannot be used, staff correct the linked records before continuing. A second attempt with the same source identity should not create a duplicate activity booking.

After the activity, the coordinator can distinguish completed participation from a cancellation on the booking board. Resort Manager can review the session’s bookings beside its planned capacity when deciding whether another request can be accepted.

• Activity Booking Board by Status — Follow guest requests, confirmed places, completed visits and cancellations.
• Departure Schedule Calendar — Check the guide and session time before placing a guest.
• Reservation Board by Status — Verify the stay connected to the activity request.

See activity booking and activity scheduling.