# Company Admin User Manual
**Product area:** Zapazime Company Admin, non-Filament portal
**Manual version:** 1.0
**Last verified:** September 14, 2026
This manual describes the current Company Admin portal used by accommodation managers, reception teams, housekeeping, finance staff, and company administrators. The options visible to you depend on your company subscription, role, department, and assigned permissions.
## Table of contents
1. [Access and security](#1-access-and-security)
2. [Portal layout](#2-portal-layout)
3. [Dashboard and operational overview](#3-dashboard-and-operational-overview)
4. [Reservations and bookings](#4-reservations-and-bookings)
5. [Reception and front desk](#5-reception-and-front-desk)
6. [Stays and guests](#6-stays-and-guests)
7. [Payments, invoices, and fiscal operations](#7-payments-invoices-and-fiscal-operations)
8. [Rates, inventory, and sales catalog](#8-rates-inventory-and-sales-catalog)
9. [Housekeeping and inspections](#9-housekeeping-and-inspections)
10. [Venues, rooms, and facilities](#10-venues-rooms-and-facilities)
11. [Employees, roles, and departments](#11-employees-roles-and-departments)
12. [Communication and notifications](#12-communication-and-notifications)
13. [Reports and analytics](#13-reports-and-analytics)
14. [Settings and policies](#14-settings-and-policies)
15. [Subscription management](#15-subscription-management)
16. [Common operational states](#16-common-operational-states)
17. [Daily role checklists](#17-daily-role-checklists)
18. [Data protection and safe use](#18-data-protection-and-safe-use)
19. [Related documentation](#19-related-documentation)
20. [Manual maintenance rule](#20-manual-maintenance-rule)
21. [System scheme](#system-scheme)
22. [Schemes for every module](#schemes-for-every-module)
## System scheme
```mermaid
flowchart LR
U[Company user] --> AUTH[Sign in]
AUTH --> CTX[Select company, workspace and department]
CTX --> ACCESS{Role + department + subscription allow access?}
ACCESS -- No --> DENY[Access denied with reference]
ACCESS -- Yes --> UI[Non-Filament Company Admin portal]
UI --> OPS[Reservations and operations]
UI --> CAT[Venues, rates, catalog and inventory]
UI --> PEOPLE[Guests, employees and communication]
UI --> FIN[Payments, billing, fiscal and finance]
UI --> INSIGHT[Dashboard, reports and AI copilot]
OPS --> DATA[(Company-scoped data)]
CAT --> DATA
PEOPLE --> DATA
FIN --> DATA
INSIGHT --> DATA
DATA --> AUDIT[Audit, events, jobs and notifications]
FIN --> EXT[Payment and fiscal providers]
CAT --> CHANNEL[Channex]
PEOPLE --> COMMS[Email, SMS and push services]
```
Every request passes through authentication, company membership, route permission, department scope, and subscription enforcement before business logic runs. Resource lookups remain scoped to the active company and, where applicable, workspace and venue.
## 1. Access and security
Open the Company Admin portal and sign in with your assigned account. You must belong to a company with an active subscription and have permission for the page you want to use.
If an option described in this manual is not visible:
1. Confirm that the correct company, workspace, and department are selected.
2. Ask a company owner or user administrator to review your role and department permissions.
3. Confirm that the required subscription module is active.
4. Sign out and sign in again after an access change if the navigation has not refreshed.
Never share an account. Actions involving payments, fiscal receipts, check-in, check-out, documents, and permissions may be recorded against the signed-in user.
## 2. Portal layout
### Company, workspace, and department context
The selectors in the portal header determine the records you are working with:
- **Company** changes the active company. Only companies in which you have membership are available.
- **Workspace** narrows the current operational workspace.
- **Department** changes the active department permission context. Select **All** only when your access permits it.
Always verify these selectors before creating, editing, exporting, or deleting data. Changing context refreshes the pages and permissions available to you.
### Navigation
The sidebar is organized into collapsible groups:
- Dashboard
- Reservations
- Front Desk
- Payments & Billing
- Rates & Inventory
- Catalog & Sales
- Housekeeping
- Venues
- Guests & Communication
- Employees
- Reports
- Finance
- Subscription
- Settings
- Help & Support
The sidebar remembers open groups. On smaller screens it can be collapsed to icons.
## 3. Dashboard and operational overview
The dashboard provides the current operational summary for the selected company context. Depending on access, it can show booking, occupancy, financial, housekeeping, and operational widgets.
### Dashboard widgets
Use widget controls to choose which supported widgets are visible and how they are arranged. Widget preferences are personal to your user and company context.
### AI operations copilot
When enabled, the AI copilot provides a company-scoped operational overview and chat assistance. Actions proposed by the copilot require confirmation before execution.
- Review the proposed action and affected records carefully.
- Confirm only actions you are authorized to perform.
- Do not include passwords, payment credentials, identity documents, or other secrets in prompts.
- A confirmation may expire or become invalid after it is used.
## 4. Reservations and bookings
### Booking dashboard, list, and calendar
Use the booking dashboard for an operational summary, the list for searching and managing records, and the calendar for date-based planning.
From the booking area you can, subject to permission:
- Create a booking.
- View and edit a booking.
- Review dates, guests, assigned venue object, status, price, and payment information.
- Export the booking calendar to PDF.
- Generate, view, or share a booking QR code.
- Send booking email or SMS communication.
- Send a payment link.
- Cancel a booking.
- Check a guest in or out.
- Request or record housekeeping approval and reminders.
- Delete selected bookings in bulk when deletion is allowed.
### Creating a booking
1. Open **Reservations → Bookings** and select **Create**.
2. Select the venue and available venue object.
3. Select or create the client and enter guest information.
4. Enter arrival and departure dates, guest counts, services, rates, and required notes.
5. Review availability, nights, price, taxes, deposits, and cancellation terms.
6. Save the booking and verify its status.
The system may reject overlapping inventory, invalid date ranges, unavailable rooms, foreign-company records, invalid guest counts, or missing required information.
### Booking communication and payment links
Open the booking before sending a message or payment link. Confirm the recipient, amount, currency, language, and contact information. Repeated sends may create multiple customer messages even when the underlying payment remains single-use.
### QR check-in
Use the QR check-in action to locate the booking. Confirm the guest and booking details before continuing. A QR code does not override check-in requirements such as registration, room readiness, payment, date eligibility, or permissions.
## 5. Reception and front desk
### Arrivals
The arrivals queue lists bookings expected for check-in. Open a booking to review readiness and resolve warnings.
Before check-in, confirm:
- Guest identity and registration information are complete.
- The booking is confirmed and eligible for arrival.
- The assigned room is available, clean, and in service.
- Required deposits or payments are recorded.
- Keys and any required packages are ready.
If an authorized override is available, record the reason accurately.
### Check-in
1. Open the arrival or booking.
2. Review the check-in validation result.
3. Assign or confirm the room.
4. Add accompanying guests when required.
5. Complete check-in.
6. Confirm that the stay is active and the room is occupied.
### Departures and check-out
The departures queue prioritizes stays expected to leave. Before checkout:
- Review the folio and outstanding balance.
- Confirm payments, refunds, taxes, services, and deposits.
- Return or account for issued keys.
- Review checkout discrepancies.
- Obtain approval for any permitted exception.
Finalize checkout once. Successful checkout closes the stay and sends the room into the configured housekeeping workflow.
### Folio review
Use **Check-out Folio Review** to inspect totals and discrepancies. Approval and finalization are separate actions. Only authorized staff should approve exceptions or complete checkout with an unresolved balance.
### Room assignments
The room-assignment page shows the current assignment and available alternatives. You can change a room or record room-level check-in/check-out. A room cannot be assigned when it conflicts with another stay or is unavailable, dirty, blocked, or outside the selected venue.
### Stay modifications
For an active stay you may be able to:
- Extend or shorten the stay.
- Add or remove guests.
- Add services.
- Review modification history.
Date changes are subject to availability and may recalculate prices. Completed stays cannot normally be modified.
### Special workflows
The portal supports:
- Walk-in bookings.
- Early arrivals.
- Late checkouts.
- No-show processing.
- Group reservations and rooming lists.
- Group confirmation.
- Bulk group check-in and checkout.
- Room-level group arrival and departure.
Review charges, inventory, guest details, and status before confirming a special workflow. Repeating a completed action may be blocked.
## 6. Stays and guests
### Stays
Use the stays area to list, create, view, edit, check out, or export eligible stays. You can add guests and inspect available venue objects. Deletion and bulk deletion are limited by permissions and record relationships.
### Guests and clients
Clients represent customer accounts and booking contacts. Guest records represent people associated with stays.
Client tools include:
- List, view, edit, and quick-create.
- Impersonate a client account when specifically authorized.
- Stop impersonation and return to the company portal.
- Delete or bulk-delete eligible clients.
Use impersonation only for approved support work. Confirm the visible impersonation state and stop impersonation immediately after completing the task.
Guest tools include listing, viewing, creating, editing, and managing stay-related identity information. Treat identity and contact data as confidential.
### Pre-check-in
Use pre-check-in to prepare eligible bookings before arrival. You can review the booking, create or refresh a pre-check-in link, and inspect submitted information. Links may expire and should be sent only to the correct guest.
### Guest services
The Guest Service workboard manages requests and service delivery. Available functions include:
- Workboard and request list.
- Create, view, and update a request.
- Assign staff.
- Change request status.
- Manage guest-service packages.
- Create and review handover notes.
Use priorities and due times consistently so the next shift sees an accurate workboard.
## 7. Payments, invoices, and fiscal operations
### Payments
Use the payments list and detail view to review transaction status, method, amount, currency, booking/invoice relationship, and fiscal information. Available actions can include recording, deleting eligible records, producing a PDF, and initiating in-person payment.
Never repeat a payment solely because a page timed out. Check the transaction and provider status first to avoid duplicate collection.
### Cashier shifts
Cash handling is organized into cashier shifts:
1. Open a shift with the correct venue, device, and opening amount.
2. Record cash-in and cash-out movements with a reason.
3. Use handover when responsibility changes.
4. Close the shift with the actual counted amount.
5. Review and explain any variance.
Closed shifts are not editable.
### Invoices
Use invoices to create and manage customer billing documents. Review recipient details, currency, lines, quantities, taxes, totals, payment status, and related bookings before issue or delivery.
Available actions include create, view, edit, delete eligible drafts, bulk delete, send, download or display PDF, and record payment where configured. Issued fiscal or paid documents may be immutable.
### B2B invoices
The B2B invoice area supports draft creation, editing, sending, marking paid, and cancellation. Verify the company recipient and totals before sending. Once issued, important financial values should not be changed; use the permitted correction or cancellation workflow.
### Fiscal workspace and receipts
Authorized finance users can configure fiscal settings, test the configured plan, monitor fiscal receipt jobs, store payments, and process receipt claims through completion, uncertain, and reconciliation states.
Secrets are masked in the portal. Do not copy certificates or credentials into notes or screenshots. If a receipt is uncertain, reconcile it before attempting another fiscal issue.
### Settlements
Use settlement batches to group eligible transactions for a reporting period. Review the period, included transactions, currency, and totals before generating. Open a batch to inspect its detail.
## 8. Rates, inventory, and sales catalog
### Rates
The rate manager provides list, create, detail, edit, calendar, duplicate, and price-calculation tools. Confirm applicable dates, venue objects, occupancy rules, currency, restrictions, and precedence before activation.
### Inventory
The inventory module includes:
- Item list and detail.
- Create and edit.
- Stock adjustments.
- Transaction history.
- Low-stock view.
- Analytics.
- Export.
- Delete and bulk-delete where allowed.
Every adjustment should use the correct quantity, direction, location, and reason. Do not use record deletion to correct stock; use an auditable adjustment when appropriate.
### Products, services, and packages
- **Products** are saleable catalog items and can include product type, price, availability, and stock/company associations.
- **Services** describe bookable or saleable services with category, price, duration, availability, booking requirements, and optional rate-plan association.
- **Packages** combine configured offerings and may include pricing, duration, availability, and rate-plan association.
Each module supports list/create/view/edit/update/delete and bulk deletion where available. Referenced records may be protected from deletion.
### Point of sale
The POS provides a company-scoped catalog and order creation. Review quantities, prices, taxes, totals, venue, and payment method before submitting an order. Do not resubmit an order after a timeout until its status has been checked.
### Deals
Deals can include venue objects, services, products, pricing, date limits, content, and images. Use the publish toggle only after reviewing the public presentation. Expired, incomplete, or unpublished deals should not be treated as customer-visible.
## 9. Housekeeping and inspections
### Housekeeping dashboard and tasks
Use the dashboard for the operational overview and Tasks for detailed work management.
Task functions include create, view, edit, assign, start, complete, delete, and status updates. Always select a room belonging to the correct venue and an eligible employee.
### Schedules
Create recurring housekeeping schedules and generate tasks from them. Review dates, rooms, assignments, and duplicate tasks before generation.
### Additional housekeeping tools
- Staff tracking
- Maintenance
- Checklists
- Lost and found
- QR codes
- Performance reporting
- Optimization and optimization statistics
### Housekeeping staff workspace
The staff workspace provides a focused dashboard and task flow for assigned housekeeping users, including task detail and status operations. Supervisors should verify venue and employee assignments before publishing work.
### Inspections
Use inspections to create, assign, view, edit, complete, and delete inspection records. Complete the checklist and evidence before finalizing. Completed inspections form part of the operational record.
## 10. Venues, rooms, and facilities
### Venues
The venue module supports list, create, view, edit, status change, and bulk deletion. Venue configuration may include workspace, location, contact information, booking behavior, media, and operational status.
Deactivating a venue can affect discovery, bookings, staffing, inventory, reporting, and integrations. Review dependent records before changing status or deleting.
### Venue objects
Venue objects represent rooms or other bookable units. The module includes a list, dashboard, create, view, edit, update, delete, and bulk deletion.
Configure the correct venue, object type, capacity, availability, operational state, and housekeeping state. Objects with bookings or operational history may be protected from deletion.
### Facilities
Facilities are venue-owned amenities or operational resources. Use list/create/view/edit/delete and bulk actions where permitted. Confirm the venue association before saving.
### Gantt chart
Use the Gantt chart to review occupation across venue objects and date ranges. Filters and availability calculations use the selected company and venue context.
### Channex integration
When the Channex subscription module is active, authorized users can onboard and manage a property:
1. Select the venue and review readiness.
2. Prepare mapping data.
3. Synchronize property, room types, and rate plans.
4. Preview and synchronize ARI data.
5. Register and test the webhook.
6. Review revisions and the delivery outbox; retry eligible failures.
7. Complete certification scenarios and declarations.
8. Approve and activate only after validation succeeds.
9. Pause or disconnect when operationally required.
The Channex credential is platform-managed. Company users should never enter or share a platform credential. Confirm whether the page is using staging or production before synchronizing.
## 11. Employees, roles, and departments
### Users
User administrators can create, edit, message, delete, and bulk-delete eligible company users. Assign only the roles and departments required for the person's job.
Do not remove your last effective company manager or your own required access without arranging another administrator.
### Roles and role permissions
Roles group company permissions. Use Role Permissions to review and update the permissions assigned to a role. Permission changes can immediately change navigation and access.
Follow least privilege:
- Reception staff receive booking and front-desk permissions needed for their shift.
- Housekeeping staff receive housekeeping and assigned-room access.
- Finance staff receive only the required payment, invoice, settlement, and fiscal permissions.
- User and permission management remains limited to trusted administrators.
### Departments
Departments add an additional permission boundary. Create or edit a department, select its permissions, and assign members. A user's effective access may be the intersection of role and department access.
### Attendance
Attendance supports QR generation, employee clock-in, clock-out, manager review, and venue-object attendance details. Use only the QR code for the correct company and workplace. Duplicate clock-in or clock-out without an active attendance is rejected.
### Employee time
Employee Time includes:
- Clock-in records.
- Shift management and shift creation.
- Occupancy.
- Day-off management and creation.
Review overlapping shifts, dates, employee, venue, and department before saving.
## 12. Communication and notifications
### Guest messaging
Use Guest Messaging for operational guest conversations. Create a conversation, select participants, send messages, review history, and mark messages read. Only add users who should see the conversation.
### Internal messaging
The Messaging module supports conversations, participants, sending, read state, message retrieval, and deletion. Conversation access is limited to authorized participants and company context.
### Message templates
Templates provide reusable content. Use list/create/view/edit/delete and preview tools. Preserve required variables and test localized content before operational use.
### Notification preferences
Configure enabled channels and quiet hours in Notification Preferences. Available actions include update, reset, toggle all, and test notification. A test notification should be sent only to the current intended account.
## 13. Reports and analytics
### Statistics
Statistics provides booking, checked-in client, client, financial-performance, and occupancy data. Apply date and venue filters before interpreting results. PDF and CSV exports use the current filtered company context.
### Reporting
Reporting includes:
- Dashboard
- Occupancy
- Revenue
- Comparison
- Forecast
- Real-time reporting
- Export
Forecasts are estimates and should not be treated as finalized financial records.
### Custom report builder
Use the custom builder to select supported fields, filters, grouping, and ordering. Generate the report, review results, export when required, and use Saved Reports for reusable definitions.
### Financial management
The financial area provides dashboard, revenue, expenses, profit and loss, and reports. Confirm date, venue, and currency filters. Financial exports should be reviewed before external distribution.
## 14. Settings and policies
### Company settings
Settings control company, venue, regional, booking, financial, fiscal, notification, cancellation, POS, policy, and related behavior. The exact sections depend on configuration and permissions.
Before saving settings:
1. Review the active company and workspace.
2. Read the field guidance.
3. Confirm currency, timezone, locale, tax, and policy impacts.
4. Save one logical section at a time.
5. Verify the affected operational workflow.
Some values are stored but may be consumed only by specific modules. Sensitive settings should remain masked.
### Cancellation policies and settings
Cancellation Policies define reusable rules. Cancellation Settings select company-level behavior. Verify deadlines, percentages or charges, defaults, and affected bookings before activation. Avoid deleting a policy that is still used.
### ESTI export
Authorized users can export eligible stay information for ESTI. Validate guest identity and stay details before export and store exported files according to company privacy policy.
## 15. Subscription management
The subscription area includes:
- Overview
- Available plans
- Current subscription
- Usage
- Optional modules
- Subscribe, upgrade, and cancel actions
- Payment-method setup and revocation
Changing a plan or module can immediately affect access. Review price, billing interval, proration, limits, effective date, and affected users before confirmation. Cancellation may retain access through a paid or grace period according to the displayed terms.
## 16. Common operational states
### Validation errors
If a form is rejected, correct the highlighted fields and submit again. A rejected request should not create or partially update a record.
### Access denied
An access-denied page means the current user, company, department, permission, or subscription context does not allow the action. Do not try another company's URL or record identifier. Contact an administrator with the reference shown on the error page.
### Record not found
A record may have been deleted, may belong to a different company, or may not be available in the selected context. Return to the module list and search again.
### Rate limit
Some payment, AI, integration, fiscal, and subscription actions limit repeated requests. Wait for the indicated period and verify whether the original operation completed before retrying.
### Unexpected error
Record the error reference, time, page, and action. Do not include secrets or full identity documents in a support message. Before retrying a financial or status-changing action, verify that it did not already complete.
## 17. Daily role checklists
### Reception
- Verify company, workspace, venue, and business date.
- Review arrivals, readiness warnings, registration, rooms, and deposits.
- Check guests in and confirm room/key state.
- Monitor guest requests and special workflows.
- Review departures, folios, keys, and balances.
- Complete checkout and confirm housekeeping handoff.
- Close or hand over the cashier shift.
### Housekeeping supervisor
- Review dashboard, schedules, tasks, and room status.
- Assign staff and resolve unassigned or overdue tasks.
- Review maintenance, inspections, checklists, and lost-and-found records.
- Confirm completed rooms and operational handoffs.
- Review staff tracking and performance.
### Finance
- Review payments, invoices, fiscal receipts, and uncertain fiscal jobs.
- Reconcile discrepancies before repeating operations.
- Review settlements and cashier-shift variances.
- Validate revenue, expense, and profit/loss reporting.
- Review subscription usage and billing documents.
### Company administrator
- Review user, role, permission, and department changes.
- Confirm venue, workspace, product, service, package, rate, and policy configuration.
- Monitor subscription modules and usage.
- Review integrations and failed operational jobs.
- Periodically test notification and communication settings.
## 18. Data protection and safe use
- Use the minimum access necessary for each role.
- Do not export personal or financial data without a business need.
- Store downloaded files securely and delete local copies according to company policy.
- Verify recipients before sending invoices, payment links, messages, or documents.
- Never paste credentials, private keys, certificates, access tokens, or full card information into notes or chat.
- Stop client impersonation immediately after support work.
- Use corrections, reversals, refunds, and auditable adjustments instead of deleting operational history.
## 19. Related documentation
- [Production Acceptance Criteria](PRODUCTION_ACCEPTANCE_CRITERIA.md)
- [Company B2B Subscriptions, Billing and Access](COMPANY_B2B_SUBSCRIPTIONS_BILLING_AND_ACCESS.md)
- [Channex Integration Guideline](CHANNEX_INTEGRATION_GUIDELINE.md)
- [ESTI Integration Guide](ESTI_INTEGRATION_GUIDE.md)
- [Financial Settings Configuration Guide](FINANCIAL_SETTINGS_CONFIG_GUIDE.md)
- [Notification Templates Guide](NOTIFICATION_TEMPLATES_GUIDE.md)
- [Security Implementation Guide](SECURITY_IMPLEMENTATION_GUIDE.md)
## 20. Manual maintenance rule
Whenever a company-admin route, navigation item, permission, subscription module, form, workflow, or user-visible behavior changes, update this manual in the same change. Verify instructions against the non-Filament Company Admin portal, not against Filament resources or legacy screenshots.
## Schemes for every module
Each scheme follows the same operating pattern: **entry → business checks → user action → observable result**. A blocked check must leave company data unchanged and show a validation, permission, subscription, or scope message. Module keys match the first segment after `company-admin` in the named web routes and are kept under automated documentation coverage.
### Context, access, and personal workspace
```mermaid
flowchart LR
Login[Authenticated user] --> Company[Switch company]
Company --> Workspace[Switch workspace]
Workspace --> Department[Switch department]
Department --> Access{Role, permission and subscription}
Access -->|Allowed| Profile[Profile and settings]
Access -->|Denied| Stop[No data mutation]
Profile --> Widgets[Dashboard widgets]
```
| Module key | Module | Scheme | Observable result |
|---|---|---|---|
| `dashboard` | Dashboard | Open portal → resolve active company/workspace/department → load permitted widgets and alerts → follow drill-down | Overview metrics and links reflect the current context and the latest authorized operational data. |
| `switch-company` | Company switcher | Choose company → verify membership → activate company context → reload portal | Only the selected company's data and navigation are shown. |
| `switch-workspace` | Workspace switcher | Choose workspace → verify company ownership and access → activate workspace → reload scoped pages | Workspace-dependent records and controls use the selected workspace. |
| `switch-department` | Department switcher | Choose department → verify assignment → activate department scope → reload portal | Department-scoped lists and actions are filtered consistently. |
| `profile` | Personal profile | Open profile → validate identity/contact fields → save → refresh | Updated personal information is persisted for the signed-in user. |
| `settings` | Company settings | Open settings → check management permission → validate configuration → save | New company defaults and operational settings apply without crossing company scope. |
| `widgets` | Dashboard widgets | Open dashboard configuration → choose visible/order preferences → save → reload dashboard | The user's dashboard layout reflects the saved widget selection. |
### Reservations and stay operations
```mermaid
flowchart LR
Booking[Bookings] --> Assignment[Room assignments]
Assignment --> Precheck[Pre-check-in]
Precheck --> Reception[Reception and front desk]
Reception --> Stay[Stay modifications]
Stay --> Folio[Checkout folio review]
Folio --> Checkout[Checkout]
Booking --> Calendar[Gantt chart]
```
| Module key | Module | Scheme | Observable result |
|---|---|---|---|
| `bookings` | Bookings | Search/create booking → validate dates, guest, capacity, rate and conflicts → save/change/cancel → refresh | Booking status, totals, allocation, availability and audit history remain consistent. |
| `gantt-chart` | Occupancy Gantt chart | Select venue/date range → load scoped stays and bookings → inspect or open item → return to chart | Timeline shows current occupancy without exposing another company or venue. |
| `room-assignments` | Room assignments | Open eligible arrival/stay → load compatible free rooms → assign or move → confirm | Exactly one valid allocation is active and inventory/occupancy is updated. |
| `pre-check-in` | Pre-check-in | Open arrival → review guest and registration details → complete required fields → confirm readiness | Arrival becomes ready only when mandatory data and operational checks pass. |
| `reception` | Reception | Open reception board → filter arrivals/in-house/departures → select record → perform permitted action | Board state reflects the latest booking and stay lifecycle state. |
| `front-desk` | Front desk | Select operational queue → verify readiness, room, balance and keys → check in/out or hand over → refresh | Guest, room, folio and housekeeping handoffs change atomically. |
| `stays` | Stays | Find stay → verify company/venue scope → inspect or invoke lifecycle action → reload | Stay details and status are current and related records stay synchronized. |
| `stay-modifications` | Stay modifications | Open active stay → validate new dates/room/guests → review recalculation and conflicts → confirm | Stay, booking, occupancy and charges reflect the approved modification. |
| `check-out-folio-review` | Checkout folio review | Open departure → load folio → resolve charges, payments and balance → approve checkout readiness | Checkout is enabled only when configured folio rules are satisfied. |
| `special-workflows` | Special workflows | Select eligible booking/stay → choose exceptional workflow → validate reason and permission → confirm | The exception is recorded, scoped and auditable with the intended status transition. |
### Guests, service, and communication
```mermaid
flowchart LR
Clients[Clients] --> Guests[Guests]
Guests --> Service[Guest service]
Guests --> Messaging[Messaging]
Templates[Message templates] --> Messaging
Preferences[Notification preferences] --> Messaging
Messaging --> GuestMessages[Guest messaging]
Guests --> Documents[Documents]
```
| Module key | Module | Scheme | Observable result |
|---|---|---|---|
| `clients` | Clients | Search/create client → validate identity and duplicates → save/update → open history | One company-scoped client profile links to the correct operational records. |
| `guests` | Guests | Search/create guest → validate personal and identity data → save/merge as permitted → use in booking/stay | Guest details are reusable while privacy and company boundaries are preserved. |
| `guest-service` | Guest service | Open service queue → select guest/stay → record request, priority and owner → update status | Request ownership, timestamps and resolution state are visible and auditable. |
| `messaging` | Messaging | Open conversation → verify recipient and channel → compose/send → observe delivery state | Message is stored once against the correct conversation with a clear delivery result. |
| `guest-messaging` | Guest messaging | Select guest/stay → load context and permitted channels → send or reply → refresh thread | Guest-facing conversation remains attached to the correct stay and recipient. |
| `message-templates` | Message templates | Create/edit template → validate placeholders and channel → preview → save | Reusable content renders only supported placeholders with no secret leakage. |
| `notification-preferences` | Notification preferences | Open preferences → select event/channel choices → validate destination → save/test | Future notifications follow the user's saved channel and event configuration. |
| `documents` | Documents | Select scoped record → upload/generate document → validate type/size/access → view/download/delete | Document remains linked to the correct company record and authorized users only. |
### Commercial catalog, pricing, and availability
```mermaid
flowchart LR
Venues[Venues] --> Objects[Venue objects]
Objects --> Facilities[Facilities]
Products[Products] --> Packages[Packages]
Services[Services] --> Packages
Rates[Rates] --> Deals[Deals]
Policies[Cancellation policies] --> Rates
Packages --> Inventory[Inventory]
```
| Module key | Module | Scheme | Observable result |
|---|---|---|---|
| `venues` | Venues | Create/edit venue → validate ownership, address and status → save/activate → open venue | Venue becomes available to permitted workflows according to its status. |
| `venue-objects` | Venue objects | Choose venue → create/edit sellable or operational object → validate type/capacity → save | Object appears only in its venue and participates in compatible availability flows. |
| `facilities` | Facilities | Choose venue/object → add or edit facility → validate configuration → save | Facility metadata is available to the relevant booking and operational views. |
| `products` | Products | Create/edit product → validate price, tax and status → save → use in sale/package | Active product is priced and accounted for using the saved configuration. |
| `services` | Services | Create/edit service → validate availability, price and tax → save → attach to operation | Service can be selected only where its scope and status allow it. |
| `packages` | Packages | Create package → select eligible products/services/rates → validate composition and price → publish | Package resolves to a consistent sellable offer without invalid components. |
| `rates` | Rates | Select inventory scope → define price, period and restrictions → validate overlaps → save/publish | Availability quotes use the applicable active rate and restrictions. |
| `deals` | Deals | Create/edit deal → set content, dates, image and targeting → validate → publish/unpublish | Deal is publicly or internally visible only during its configured state and period. |
| `inventory` | Inventory | Select item/date scope → inspect stock → add or adjust quantity with reason → save | Available quantity changes once and cannot silently become invalid. |
| `cancellation-policies` | Cancellation policies | Define windows and penalties → validate ordering and values → activate → attach to rate/booking | Cancellation calculation uses the policy effective for the booking. |
| `cancellation-settings` | Cancellation settings | Open defaults → select allowed cancellation behavior → validate → save | New operations use the company defaults while existing contractual data is preserved. |
### Housekeeping and operations
```mermaid
flowchart LR
Housekeeping[Housekeeping] --> Staff[Housekeeping staff]
Staff --> Inspection[Inspections]
Housekeeping --> Attendance[Attendance]
Attendance --> Time[Employee time]
Housekeeping --> BusinessDate[Business date close]
```
| Module key | Module | Scheme | Observable result |
|---|---|---|---|
| `housekeeping` | Housekeeping | Open room/task board → filter by venue/status → assign or update task → confirm completion | Room and task states reflect the permitted transition and operational handoff. |
| `housekeeping-staff` | Housekeeping staff | Select venue/date → review eligible staff and load → assign schedule/tasks → save | Work is assigned to active staff without invalid overlaps or cross-scope access. |
| `inspections` | Inspections | Open completed/eligible room task → run checklist → record issues/evidence → pass or fail | Room readiness changes only when required inspection rules are satisfied. |
| `attendance` | Attendance | Select employee/shift → check in/out or correct with permission and reason → save | Attendance timeline and derived duration remain consistent and auditable. |
| `employee-time` | Employee time | Choose employee/period → review recorded time → add permitted correction → approve/export | Time totals reflect attendance and authorized adjustments without duplication. |
| `business-date-close` | Business date close | Open closing checklist → verify unresolved operational/financial items → confirm close → advance date | One business date closes once, with blockers resolved and an audit record created. |
### People, departments, roles, and permissions
```mermaid
flowchart LR
Departments[Departments] --> Users[Users]
Roles[Roles] --> RolePermissions[Role permissions]
RolePermissions --> Users
Users --> Departments
```
| Module key | Module | Scheme | Observable result |
|---|---|---|---|
| `departments` | Departments | Create/edit department → validate company and hierarchy → assign users → save | Department is selectable only inside its company and controls intended scope. |
| `users` | Users | Invite/create/edit user → validate identity, company, departments and roles → save/message/deactivate | Account access matches the saved assignments; protected users and records cannot be removed improperly. |
| `roles` | Roles | Create/edit role → validate name and protected-role rules → save/assign → review | Role is company-scoped and grants no capability beyond its permissions. |
| `role-permissions` | Role permissions | Select role → review capability matrix → add/remove permissions → save → reauthorize | Subsequent navigation and actions reflect the updated least-privilege policy. |
### Payments, cashiering, billing, and fiscalization
```mermaid
flowchart LR
Payment[Payment initiation] --> Payments[Payment ledger]
Payments --> Invoices[Invoices]
Invoices --> Fiscal[Fiscalization]
Fiscal --> Receipts[Fiscal receipts]
Payments --> Settlements[Settlements]
Shifts[Cashier shifts] --> Settlements
Invoices --> B2B[B2B invoices]
```
| Module key | Module | Scheme | Observable result |
|---|---|---|---|
| `payment` | Payment initiation | Select payable record → enter amount/method/idempotency data → validate → submit/return from provider | A single traceable payment attempt is created with a definitive or safely pending state. |
| `payments` | Payments | Search ledger → open transaction → verify status and entitlement → refund/reconcile where allowed | Payment and linked balance change once, with immutable provider and audit references. |
| `invoices` | Invoices | Select billable customer/records → validate numbering, tax and totals → issue/mark paid/download → refresh | Invoice totals and status match its lines, payments and legal numbering rules. |
| `b2b-invoices` | B2B invoices | Open subscription billing history → select company invoice → verify ownership → view/download PDF | Authorized company user receives the immutable invoice for the correct billing period. |
| `cashier-shifts` | Cashier shifts | Open shift → record opening float → post permitted movements → reconcile and close | One active shift per applicable scope is balanced or closed with a recorded variance. |
| `settlements` | Settlements | Select period/provider → load eligible transactions → compare totals → settle or flag discrepancy | Settlement status and amounts reconcile to the included transactions. |
| `fiscal` | Fiscal settings and actions | Configure provider/device → validate credentials without exposing secrets → test/submit fiscal action | Valid configuration produces a traceable fiscal job; failure remains safely retryable. |
| `fiscal-receipts` | Fiscal receipts | Open job queue → inspect state → claim/process/reconcile uncertain job → complete | Receipt reaches one valid terminal state with no duplicate fiscal document. |
| `pos` | Point of sale | Open POS → select products/services → calculate price/tax → take payment and finalize | Sale, stock, payment, receipt and accounting effects remain consistent. |
### Reports and financial insight
```mermaid
flowchart LR
Statistics[Statistics] --> Reporting[Reporting]
Financials[Financials] --> Reporting
Reporting --> Reports[Reports]
Reports --> Export[Scoped export]
```
| Module key | Module | Scheme | Observable result |
|---|---|---|---|
| `statistics` | Statistics | Choose dashboard and period → apply company/venue filters → calculate metrics → inspect drill-down | Summary values represent the selected scope and link to compatible source data. |
| `financials` | Financials | Choose accounting period → review revenue, expenses and profit/loss → filter/drill down → export | Financial totals reconcile to permitted underlying records for the selected period. |
| `reporting` | Reporting workspace | Select report family → configure filters/grouping → run → review/export | Report execution respects scope, permissions and consistent filter semantics. |
| `reports` | Saved and operational reports | Open report → validate parameters → generate → download or revisit | Generated output is reproducible from the displayed parameters and authorized data. |
### Integrations, statutory export, and automation
```mermaid
flowchart LR
Integrations[Integrations] --> External[External providers]
External --> Operations[Bookings, payments and messages]
Operations --> Esti[ESTI export]
Operations --> Copilot[AI copilot]
```
| Module key | Module | Scheme | Observable result |
|---|---|---|---|
| `integrations` | Integrations | Choose provider → enter configuration/credentials → validate and test → enable/synchronize/disable | Connection state is explicit, secrets stay protected and synchronization is traceable. |
| `esti` | ESTI export | Select eligible stays/period → validate statutory guest and stay data → export → record outcome | Export contains only eligible scoped records and failures identify correctable fields. |
| `ai-copilot` | AI copilot | Open copilot → load permitted company context → ask or request proposal → review/confirm action | Response uses authorized context; any mutation requires normal validation and audit rules. |
### Subscription and entitlement control
```mermaid
flowchart LR
Subscription[Subscriptions] --> Plan[Plan and billing interval]
Subscription --> Modules[Optional modules]
Plan --> PaymentMethod[Payment method]
Modules --> Entitlements[Portal entitlements]
PaymentMethod --> Invoice[B2B invoice]
```
| Module key | Module | Scheme | Observable result |
|---|---|---|---|
| `subscriptions` | Subscriptions | Review plan, usage and modules → choose subscribe/upgrade/cancel/payment-method action → review price/effective date → confirm | Billing state and portal entitlements reflect the accepted subscription transition. |