Stay reservations

Front Desk starts with a guest in the directory and a requested stay. The reservation holds arrival and departure dates, guest count, nightly rate and the selected unit. This gives the team one record to use when answering the guest, preparing arrival and reviewing the account later. A party can have more than one stay, so the reservation number is the useful reference for a specific trip.

Confirmation is a decision about the actual unit, not just a response to the guest. Front Desk checks that departure follows arrival, guest count fits unit capacity and the unit is neither occupied nor under maintenance. The same request should not be confirmed again after it has moved beyond requested. Resort Manager can review exceptions before a different unit or stay date is agreed.

• Guest identity. Keep the party name and contact details with the stay so a changed phone number does not obscure which guest booked it.
• Stay commitment. Review the requested dates, party size, selected unit and nightly rate before confirming.
• Arrival handoff. A confirmed reservation becomes the reference for check-in, draft charges and guest-service work.

Decide who may confirm a requested stay and who may change a confirmed unit or date. Agree when staff enter the nightly rate and how the dated rate plan informs that decision. Choose a consistent rule for a unit that needs cleaning on the day a new guest arrives. Staff should know who resolves a capacity conflict and how the guest receives the revised offer. Keep contact details visible only to the team that needs to serve the stay.

Suppose a party of four requests a stay from Friday to Monday in a unit with capacity for two. The request remains requested while Front Desk contacts the guest and chooses a suitable unit. If the unit is marked maintenance, confirmation waits for another available unit even when its capacity is sufficient. Once the dates, party size and unit agree, Front Desk confirms the reservation. A second confirmation attempt should return the existing decision, without adding another stay or resetting its state.

At arrival, Front Desk uses that same reservation for check-in. The unit becomes occupied and the nightly charges are drafted for the nights from arrival up to departure. The team can then trace a question about a charge back to the booked stay and its unit.

• Reservation Board by Status — Move between requested, confirmed and in-house stays while keeping the guest and unit in view.
• Stay Requests for Confirmation — Review the guest, dates, party size and unit before accepting a request.
• Arrivals Calendar — Prepare for confirmed arrivals by date and unit.

See stay confirmation and arrival and service.