Key Concepts

Every module in Veridien shares a common vocabulary. When a colleague says "post it to the folio" or "the room is dirty," the words have a precise meaning inside the system. Learning these terms before you start working prevents the small errors that slow a shift down: a charge on the wrong folio, a dirty room offered to a guest, the wrong rate applied to a booking.

Treat this page as a reference you can return to whenever a term is unclear.

Properties

A Property is the top-level unit in Veridien. It represents a single hotel, resort, villa, guesthouse, hostel, or B&B. Everything else (rooms, reservations, folios, staff, rate plans, settings, outlets) lives inside the context of a property.

Each property has a name, a URL slug that appears in the address bar, a permanent base currency, and a time zone. If your organisation runs several sites, each one is a separate property, and you move between them with the property switcher at the top of the sidebar. Settings configured on one property do not carry over to another.

You are always working inside one property at a time. Every action applies to that active property only.

Rooms and Room Types

A Room is a physical, sellable unit: room 101, the Garden Villa, suite 405. A Room Type groups rooms that share characteristics such as maximum occupancy, amenities, and a base rate.

Room types are what guests book; rooms are what they stay in. A guest reserves a "Deluxe King" (room type), and at check-in the front desk assigns them an actual room of that type. You set up room types during onboarding and manage them later under Rooms. See Room Management.

Room status

Every room carries a status that controls what the front desk and housekeeping can do with it:

The usual cycle is Occupied to Dirty (guest checks out) to Clean (housekeeping finishes) and back to Occupied (front desk assigns the next guest). Rooms placed Out of Order sit outside this cycle until they are returned to service. Housekeeping drives most of these transitions; see Task Management and Room Inspections.

Reservations

A Reservation is a booking for a guest: a room type, a date range, and a rate. It is the object that ties the guest to the property and coordinates the departments that touch their stay.

Reservation lifecycle

Every reservation moves through a defined set of statuses:

• Tentative — created but not yet firmed up; this is where new bookings start, whether entered directly, taken from your booking engine, or received from an OTA through the Channel Manager.
• Confirmed — firmed up and holding inventory; the guest has not arrived yet.
• Checked In — the guest has arrived and been assigned a room. A folio is active and charges accumulate. The room becomes Occupied.
• Checked Out — the guest has departed and the folio has been settled. The room is released to housekeeping as Dirty.
• Cancelled — cancelled before arrival. Inventory is released; a fee may apply per your cancellation policy.

Each transition triggers work elsewhere: check-in creates a folio, check-out hands the room to housekeeping, and a cancellation releases inventory back to your channels. See Creating Reservations, Check-In, and Check-Out.

Folios

A Folio is the running financial account attached to a stay. Think of it as an itemised bill that collects charges and payments while the guest is in-house.

When a guest checks in, a folio opens. Room charges (posted during night audit), restaurant and service charges, and any fees appear as debit line items. Payments by card, cash, or other methods appear as credits. At checkout the folio balance should reach zero.

Rate Plans

A Rate Plan defines the price and conditions for a room type. It is more than a number: a rate plan can carry rules such as cancellation terms and which channels it sells on. You set base rates per room type and can add promotional rates during onboarding, then manage everything under Rate Plans.

Rate plans connect to the Channel Manager (which rates publish to which channel), to Reservations (which rate a booking uses), and to billing (what the folio is charged). See Rate Plans.

Services and Outlets

A Service is an add-on you sell alongside a stay, such as breakfast, an airport transfer, or a spa treatment. Services are configured under Services and can be added to a reservation or posted to a folio.

An Outlet is a point of sale beyond room revenue, such as a restaurant or bar. Charges from an outlet can be posted to an in-house guest's folio or settled on the spot.

Booking Sources

A Booking Source records where a reservation came from: a walk-in, a phone call, your own booking engine, or an OTA such as Booking.com or Expedia. The source drives analytics (which channels produce revenue) and reflects commission costs. See Booking Sources.

Channels and the Channel Manager

The Channel Manager connects your property to online travel agencies and synchronises availability (how many rooms you have to sell) and rates (at what price). When a channel booking arrives it becomes a Confirmed reservation, and availability drops across every connected channel to prevent overbooking. See Channel Manager Setup and Managing Availability.

Permissions and Roles

Permissions are granular access controls (for example, view reservations, post a charge, run the night audit). Roles bundle permissions under a name such as Owner, Manager, Front Desk, or Housekeeping.

When an administrator assigns a role to a user, that user gains the role's permissions, and the sidebar shows only the sections those permissions allow. This keeps the interface focused and keeps sensitive actions away from staff who should not perform them. Roles are managed per property under Admin. See Users and Roles.

How These Concepts Connect

A complete guest journey shows how the pieces fit together:

1. A guest books a Deluxe King for three nights on an OTA. The Channel Manager creates a Confirmed reservation and the booking source is recorded.
2. Availability drops across all connected channels.
3. On arrival, the Front Desk assigns a room and checks the guest in. The reservation becomes Checked In, the room becomes Occupied, and a Folio opens.
4. The guest dines at the restaurant (an outlet) and the charge posts to their folio.
5. Night audit runs each evening, posting room charges from the rate plan and advancing the business date.
6. At departure the front desk settles the folio, checks the guest out, and the room flips to Dirty.
7. Housekeeping cleans the room back to Clean for the next arrival.
8. Reports capture the revenue, occupancy, and source data for the stay.

Every term on this page played a part. That interconnection is why the vocabulary matters before you work in any single module.

Related Pages

• System Overview — how the modules connect.
• First Login — signing in and setting up your account.
• Front Desk Dashboard — your daily operational view.
• Folios and Night Audit — the financial backbone.