Reservations — Operations Stay Board

Overview

The Reservations board is the operational front-desk surface in VillaTax. Where Bookings module is a financial ledger — revenue, tax, OTA platform, annual overview — Reservations module is the live ops view: which guests are arriving today, who is currently in-house, and who is checking out.

The distinction matters in practice. A property manager doing rounds at 8 AM does not need the DJP export or the monthly P&L. They need to know which villas have arrivals today, whether the check-in documentation is ready, and whether any guest has a missing passport reference or unregistered police report.

What the Board Shows

The board is organized around three operational phases:

In-house — guests currently staying. The board shows check-in and check-out dates, guest name, and a compliance indicator (passport reference on file / police report filed). This is the primary view during a live operating day.

Upcoming arrivals — reservations confirmed within the next 180 days with a check-in date in the future. This window is intentional: it gives enough lead time to prepare documentation without surfacing bookings that are too far out to act on.

Recent departures — guests who checked out in the last 7 days, for post-stay follow-up (closing police reports, confirming final documentation).

Cancelled reservations are excluded from all three views. A cancelled stay is not an active operation.

Compliance Column

Each reservation shows a compliance indicator with three states:

• Compliant — passport reference on file and police report submitted for this stay
• Partial — one of the two is done, the other is pending
• Missing — neither has been done; this stay has open obligations

The board does not write compliance data directly. Clicking a guest compliance indicator routes to the correct surface:

• Passport → the guest profile (upload section, WhatsApp notification)
• Police report → Compliance module (filtered to the booking's police_report task)

This separation is deliberate. The compliance data lives in the guest record and the compliance module; the reservations board reads and routes, it does not own.

How It Differs from Bookings

	Bookings	Reservations
Primary question	How much revenue, what tax, which platform?	Who is arriving, in-house, departing?
Time axis	Full year ledger	Rolling 180-day operational window
Cancelled bookings	Visible (badge), excluded from revenue stats	Excluded entirely
Key entities	Booking amount, tax, platform	Stay dates, guest identity, compliance status
Use case	Accounting, filing, reporting	Morning briefing, check-in prep, compliance catch-up

Workflow

A property operations team typically uses the board at the start of each day:

1. Open the Reservations board — default view is today's check-ins and current in-house
2. Scan the compliance column for any yellow (partial) or red (missing) indicators
3. For missing passport references: click through to the guest profile and trigger a WhatsApp reminder or upload the document directly
4. For unregistered police reports: click through to the compliance hub to create or complete the task
5. Check the upcoming arrivals tab to prepare the next 7–14 days

The board updates in real time from the same booking data that feeds the financial ledger — there is no separate data entry.