01 · Reservations
Create the booking, then complete the arrival
A walk-in should enter the same controlled workflow as a booking taken earlier. In Staycore, staff select the property, stay dates, room type and rate plan, then find the returning guest or enter the required details. Availability and pricing must cover the whole stay.
After saving the reservation, Arrivals shows the remaining steps. Staff review payment or the approved billing arrangement, assign a suitable room and complete the required identity checks. Choosing a room on a calendar does not itself check the guest in. This distinction matters when reception is handling arrivals, phone enquiries and a shift change at once.
02 · Room status
Availability needs a date and an operational state
The Room Board separates today’s occupancy from availability over selected nights. Reception can inspect booking context, housekeeping and maintenance before assigning an existing reservation. A guest who has passed the planned departure date remains an in-house stay until the stay is closed.
Use dated room blocks for the relevant period and investigate a room that is unavailable before changing its status. Removing a block does not clear a separate maintenance condition. Returning a room from repair also does not resolve an old booking or its payments.
- Check the full date range when moving or extending a stay.
- Keep room assignments consistent with the booked type and eligible rate plan.
- Confirm cleaning and inspection before reception releases the next room.
03 · Guest accounts
Follow the guest’s balance across departments
A paid accommodation bill does not necessarily mean the guest owes nothing. Guest Folios shows charges, payments, deposits and balance due, with bill-level detail and entries for adjustments, transfers and reversals. Restaurant or bar amounts charged to a room remain payable on that folio.
For a Nigerian hotel accepting cash, card-terminal payments and bank transfers, the collection record should match the money actually received. Keep the transaction reference and follow the displayed reconciliation requirements. A transfer screenshot or reference is not independent proof that funds arrived. Cashier shifts add opening floats, counted cash and variance review to the handover.
04 · Departures
Close the stay without losing the next arrival
Reception reviews the final dates and outstanding charges, resolves the checkout requirements and waits for the checked-out status. Settling one bill or opening the folio does not complete departure. The resulting turnover task gives housekeeping work to pick up before the next arrival.
The property can choose whether checkout automatically marks eligible rooms dirty. Cleaning and inspection remain separate operational steps. During an internet outage, prepared reception can save supported work locally; teams must check saved results and subsequent synchronisation. Online guest access and mobile-key delivery still need connectivity.
05 · Your evaluation
Bring one difficult stay to the demo
Use an example with a deposit, a late arrival, an extra night and a restaurant charge. Ask your receptionist, housekeeper and finance lead to follow their part of that stay. You will learn more from the handoffs and exception messages than from a dashboard tour.
Hotel cloud plans are selected by room inventory: 1–24, 25–40, 41–80 or 81–200 rooms at one property. Multiple properties, more than 200 rooms and alternative deployment models require a scoped quote. Review current subscription and setup costs on the pricing page.
- Create and assign the reservation using your room types.
- Record a collection, inspect its reference and add an outlet charge.
- Extend the stay, review the changed balance and complete checkout.
- Inspect the turnover task and the final folio with the next shift.
Questions before you decide
Frequently asked questions
What is the difference between a PMS and a booking engine?
A booking engine captures a reservation. A PMS also supports staff work after the booking: arrival checks, room assignment, in-house stays, guest accounts and departures. Check how your booking source feeds those operational records.
Can restaurant charges appear on a hotel guest’s account?
An authorised Charge to room workflow can move the amount to the guest folio. That removes the need to collect it at the table, but the charge still needs settlement through the guest account.
Does a clean room automatically become ready for sale?
Cleaning is one condition. Staff should also check inspection, occupancy, dated blocks and maintenance. Staycore provides separate cleaning and inspection steps; reception should review the resulting state before assignment.
What should we prepare before moving to Staycore?
Bring your room inventory, room types, rates, future reservations, opening guest balances and staff roles. Agree how existing records will be checked, who owns each handover and what the team will rehearse before launch.
Keep exploring
Related workflows and practical guides
Bring your workflow. See how it works in Staycore.
See a front desk walkthrough