Turn the request into a clear booking brief
Before the first click, dates, people, service and commitment must be clear.Record arrival and departure as dates and capture adults, children, room count, bed or accessibility needs and invoice context. A preference does not replace a category decision.
Clarify whether the request is binding, an enquiry or an open offer. Capture source, contact and agreed cancellation and payment terms, then read the core details back.
Translate the enquiry into a written booking brief before opening the form. Confirm arrival and departure as dates plus number of nights, adults and children with ages where required, number and type of rooms, preferred features, expected arrival, included services, cancellation terms, payment arrangement and a reachable contact. Repeat the complete offer back to the guest instead of confirming isolated fragments. Separate a firm reservation from an option or unanswered enquiry; the booking state must reflect the real commitment. For telephone requests, spell the email address and verify names rather than guessing. For a company request, clarify the staying guest and legal invoice recipient as separate facts. Record only information needed to fulfil the stay, and place operational requests in the booking context where the responsible team can find them. The brief is ready when another receptionist can create the same reservation without asking what dates, party, promise or commercial terms were intended.
| Area | Concrete question | Approval |
|---|---|---|
| Stay | Which arrival and departure dates? | Night count matches |
| Occupancy | How many adults, children and rooms? | Capacity can be fulfilled |
| Contact | Which email and phone are reachable? | Confirmation can be delivered |
| Commitment | Enquiry, offer or confirmed booking? | Status matches agreement |
Search and identify the guest first
A new booking does not automatically need a new guest profile.Open New booking and search by email first, then name and phone. Use an existing record only when identity and contact plausibly match.
When no match exists, create the guest with structured name and reachable contact details. Correct master data at the source and link the right active company where required.
Search before creating any guest. Start with the verified email or phone, then compare full name, date of birth, address and previous stays where available. A matching name alone is insufficient, especially for common names or family members. Open promising profiles and confirm that the contact belongs to the person making or holding this reservation. Reuse one reliable profile and update only facts the guest has actually changed. If identity remains uncertain, clarify it rather than merging unrelated people; if no profile matches, create the person once with correctly spelled minimal master data. Link the booking contact and staying guests deliberately so later messages, registration, invoice and history use the right records. Never create a duplicate “to be safe”, and do not overwrite another person’s email to force a match. Before continuing, reopen the selected guest header and read name plus contact aloud against the booking brief. Success means exactly one suitable guest identity is connected and every later process can trace the stay from that profile.
Verify dates, occupancy and inventory together
Availability applies to the whole stay, not only the arrival night.Select dates and check the calculated nights. STRYK loads rooms available for the full period. Do not continue on a guessed availability when loading fails.
Choose category and one or more physical rooms. Combined capacity must cover all guests, and multi-room allocations must remain valid for every unit.
Enter the full stay and wait for STRYK-confirmed availability before choosing inventory. Read arrival, departure and calculated nights together to catch an off-by-one error. Add adults and children to each requested room and verify that capacity, category rules and any age-related condition fit the entire party. Availability must cover every night, not only the first date. For multiple rooms, allocate the people deliberately and confirm that each selected physical room remains available for its segment. Review active blocks and room features before promising a specific unit; a category being open does not prove a preferred room is suitable. Do not bypass a loading or STRYK error with an assumed free room, and do not create overlapping records to reserve capacity locally. If the requested unit is unavailable, offer a concrete alternative category, date or room combination and obtain approval. Re-read dates, nights, party and selected units before pricing. The inventory step passes only when the STRYK and booking brief describe one capacity-safe, conflict-free stay.
Five-step availability check
- 01Read nights
Compare arrival through departure with request.
No off-by-one error - 02Wait for availability
Use only STRYK-confirmed available units.
No loading error - 03Check capacity
Adults and children must fit completely.
Enough places - 04Allocate rooms
Allocate each guest group across multiple rooms.
No empty selection - 05Re-read dates
Repeat the full stay before proceeding.
Dates confirmed
Calculate rate, nightly prices and extras
The total must be explainable from visible components.Choose the agreed active rate plan and review nightly pricing, rules, tax and other components. Investigate unexpected nights at the source instead of masking them with a manual total.
Add only ordered serviceable extras and verify whether they charge once, per night, per guest or per guest-night. Manual pricing is an explained exception.
Select the rate plan that matches the quoted conditions, not merely the lowest visible amount. Review every nightly price across the stay, included services, cancellation and payment rules, taxes and currency. Add only services the guest accepted and verify each calculation mode: fixed, per room, per person, per night or per person and night. For two guests over three nights, a breakfast charged per person and night uses six units unless the rate already includes it. Prevent double charging by comparing inclusions with extras. Read subtotal, taxes, extras, deposit or payment information and final total against the offer, and explain any seasonal difference before saving. Never type a manual total to conceal a missing rate or failed calculation. If the price service has not loaded, stop and retry from a valid source. The financial check is complete when every euro can be traced to nights, services and rules, and the guest has agreed to the exact total and conditions now shown.
| Component | Check | Hotel Nordlicht example |
|---|---|---|
| Room nights | Nights × valid daily price | 3 nights, each visible |
| Rate plan | Service and terms match | Direct flexible |
| Extra | Quantity and charging model match | Breakfast per guest-night |
| Total | Offer and STRYK are identical | Difference €0 |
Set status, source, payment and notes deliberately
These fields determine how operations continue the stay.Save a binding reservation as confirmed. Use the real source, since it affects communication, reporting and channel handling.
Record only actual payments. A promised transfer is not a receipt. Internal notes hold concrete operating information, not subjective labels or missing master data.
Set booking state, source, payment information and notes as operating facts. Confirmed means the hotel is planning real inventory and service for the arrival; use an enquiry, option or other available pre-confirmation state when commitment is not yet complete. Record the true source because it governs reporting, communication and, for OTA reservations, the booking channel. A manual or direct booking communicates by email; an OTA booking keeps its channel context rather than being relabelled to obtain a preferred message route. Record payment only when money was actually received, with amount, date and method; a promised transfer is not a paid deposit. Keep notes concise, relevant and visible to the team that must act. Put room preparation, accessibility or arrival facts in operational context and avoid copying sensitive stories into free text. Final review covers guest, dates, rooms, price, source, state, payment and requests. Each field must answer a later operational question, not simply make the form look complete.
Final check before saving
- Guest profile and reachable email are clear.
- Arrival, departure and nights match the agreement.
- Rooms and allocation are available and within capacity.
- Rate, extras and total match the offer.
- Status, source and payment describe reality.
Save once and prove the resulting record
A success message starts verification; it does not finish it.Click Create once and wait for pricing, availability and saving. If the outcome is unclear, search list or calendar before making another attempt.
Open the saved stay and compare every core field. Verify it appears exactly once in calendar and links from the guest profile.
Submit the reservation once and wait for the STRYK result. A slow response is not permission to press Save again, open a second form or create a provisional duplicate. If validation fails, keep the proposed data, read the precise error and correct its source-guest, dates, capacity, inventory, rate or required field-before one new attempt. After success, note the booking number and reopen the saved record. Compare guest, stay, room assignment, rate, extras, total, source, state and payment with the approved brief. Open the occupancy calendar and verify exactly one bar on the correct room and nights, then open the guest profile and verify the same stay in one history. Check that availability decreased only for the booked segments. A success toast alone is insufficient evidence. If connected views disagree, stop and report the booking number and observed mismatch instead of repairing it with another booking. One STRYK-created record must become the shared source for reception, finance, housekeeping and communication.
Three proofs after saving
- 01Booking detail
Read every agreed field.
Content matches - 02Calendar
Verify dates and room assignment.
Exactly one booking bar - 03Guest profile
Open the stay from the correct profile.
One shared history
Hand the reservation into operations
Saving starts the guest journey and team responsibility.Send the intended confirmation only after email, dates, service, price and terms are verified. Respect the booking’s communication channel and never record a failed send as success.
Assign special requirements to the responsible area and use the saved booking as the shared reference, not a private side list.
Hand the verified reservation into operations with a short, actionable summary. Reception needs booking number, guest, source, arrival and departure, expected arrival, room, party, payment position and unresolved guest contact. Housekeeping needs only the relevant preparation request linked to the correct stay and date. Finance needs the agreed services, recipient context and real deposit, not an invented paid state. Send confirmation through the channel derived from the booking source and preview resolved values before sending; a direct booking uses email, while an OTA stay remains in its booking conversation. Ask the guest to verify dates, party, room category, included services, total and conditions, and route any correction back into the original booking. For the next shift, identify open tasks with owner and deadline instead of a vague “please check”. The handover is complete when the guest’s confirmation and every internal team refer to the same booking number and can act without a private side list.
