Guest Reservations, Check-In & Room Assignment

Direct guest bookings, corporate travel agency accounts, advance reservation deposits, check-in registration, and electronic keycard issuance.

Reservation Management & Booking Channels#

Guest reservations originate from direct telephone inquiries, walk-ins, corporate negotiated contracts, or online booking engines. SmartERP manages bookings via hotel.reservation.

Key Reservation Fields#

Field Name	Type	Description
`name`	`Char`	Unique booking confirmation reference (e.g., `RES/2026/01284`).
`partner_id`	`Many2one`	Guest or corporate profile (`res.partner`).
`checkin_date`	`Datetime`	Anticipated guest arrival date and estimated arrival time.
`checkout_date`	`Datetime`	Scheduled departure date and time.
`room_type_id`	`Many2one`	Requested room category.
`room_id`	`Many2one`	Assigned physical room number (can be pre-assigned or set at check-in).
`state`	`Selection`	Workflow status: `draft` -> `confirmed` -> `checkin` -> `done` -> `cancel`.

sequenceDiagram
    autonumber
    actor Guest as Arriving Guest
    actor Agent as Front Desk Agent
    participant Res as hotel.reservation
    participant Room as hotel.room
    participant Stay as hotel.stay

    Guest->>Agent: Present ID / Passport & Booking Reference
    Agent->>Res: Search & Retrieve Reservation
    Agent->>Room: Select Available Clean Room in Category
    Agent->>Res: Action: Confirm Check-In
    Res->>Stay: Create Active In-House Guest Stay Record
    Res->>Room: Transition Room State to 'Occupied'
    Agent->>Guest: Issue Physical / RFID Keycard & Welcome Packet

Advance Deposits & Guarantee Policies#

Hotels can enforce mandatory advance deposits to secure reservations:

Corporate Credit Guarantee: Direct corporate invoicing on verified purchase order.
Credit Card Pre-Authorization / Telebirr Deposit: Advance settlement recorded against the unbilled booking ledger.
Cancellation Deadline: Non-guaranteed bookings release back into public inventory if not checked in by 18:00 on the day of arrival.

Important

Under Ethiopian immigration and hospitality security regulations, all foreign guests must have their passport numbers, nationalities, and visa entry numbers recorded at check-in.