Allocate and verify bedding for a reservation

The Bedding tab records which bed types are prepared for a reservation. It coordinates the stay within the inventory configured on the operation; it does not create new beds, change accommodation capacity, or prove how many people have arrived.

The guest count saved when booking is a reference. Holidario considers check-in complete once at least one person is registered, so that state does not by itself confirm the actual party size either. Verify the operational information before promising an arrangement.

Before allocating#

1. Find and verify the reservation: team, property, dates, state, and guest.
2. Confirm the actual number of occupants and any agreed bedding needs through an authorized source.
3. Open Calendar > Reservation > Bedding.
4. Review the current arrangement and any insufficient-capacity warning.
5. If the property, dates, or inventory do not match the stay, do not save; send the correction to the operation owner.

The warning compares places in allocated beds with the guest count saved on the reservation. It is a signal to verify the case, not permission to add a bed that does not exist.

Allocate manually#

1. Select Create or Edit.
2. Enter the number of allocation rows you need.
3. On each row, select a bed type configured for that operation.
4. Enter a quantity of at least one and no more than the maximum shown for that type.
5. Do not repeat the same bed type on two rows; combine its valid quantity on one row.
6. Recheck the types and quantities, then save once.
7. Close the form, reopen Bedding, and verify the resulting table and total.

A quantity represents units of the selected type. The capacity check also uses the configured capacity of each bed type, so the number of units does not always equal the number of people who can sleep there.

Use automatic allocation#

Assign Automatically appears when no arrangement exists yet. Use it only when agency procedure accepts a proposal based on the current configuration.

1. Confirm the reservation and expected party first.
2. Select the action once.
3. Wait for the notice and reopen the tab.
4. Review every type and quantity; the action notice alone does not confirm that an arrangement was saved or that it meets the guest's needs.
5. Edit the arrangement within available inventory if needed.

Empty states, warnings, and errors#

• No beds are allocated: this can be a reservation awaiting allocation or an operation with no configured bed types. If the selector has no options either, ask the operation owner to review inventory; front desk staff must not invent it.
• Insufficient capacity: confirm the actual party and configured capacity. Correct the arrangement only with available beds; if real capacity is insufficient, escalate before promising accommodation.
• Duplicate type: keep one row for that type and combine the valid quantity.
• Quantity is rejected: enter a number of at least one and do not exceed the maximum shown by the selector.
• Edit or save is absent: verify the team and reservation. Your account needs event read access and the bedding-allocation permission; do not borrow an administrator account.
• Saving fails or the result does not change: preserve the quantities, reload the reservation, and inspect the table before retrying once. If it remains unchanged, record the time and exact error text.
• The arrangement belongs to another property or stay: stop editing immediately and report it; do not try to correct someone else's data.

Expected result#

The reservation shows one row per bed type, quantities within the operation's configuration, and an arrangement that the shift has checked against the actual party. Any capacity gap is escalated with an owner and next action.