Key Concepts

This page defines the terms every Veridien module shares. When a colleague says "post it to the folio" or "the room is dirty," the words have a precise meaning inside the system. Learning them before you start 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 reservation.

Return to this page whenever a term is unclear.

A Property is the top-level unit in Veridien. It represents a single hotel, resort, villa, guesthouse, hostel, or other accommodation business. 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.

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 the front desk assigns them an actual room of that type before check-in. You manage room types and rooms under Rooms. See Room Management.

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 (the next guest checks in). With room inspections on, a clean room also needs to reach Inspected before a guest can check in. 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.

A Reservation holds a room 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.

Every reservation moves through a defined set of statuses:

• Pending: reserved and holding inventory, but not yet confirmed. Every reservation you create starts here, as does a reservation placed through the API until it is confirmed. Select Confirm Reservation on the reservation to firm it up.
• Confirmed: firm and holding inventory; the guest has not arrived yet. Reservations that arrive from an OTA through Channels start here, because the channel has already confirmed them.
• Checked-In: the guest has arrived and is staying in an assigned room. The room becomes Occupied.
• Checked-Out: the guest has departed and the folio has been settled. The room goes to housekeeping as Dirty.
• Cancelled: cancelled before arrival. Inventory is released; a fee may apply under your cancellation policy.
• No-Show: the guest never arrived. Veridien sets this after the arrival day has passed, or staff set it by hand. The room is released back to inventory.

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

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.

A folio opens when the reservation is created. Room charges (one line per night, posted when the reservation is created), outlet 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.

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, a meal plan, and what the price includes. You manage rate plans under Rate Plans, and time-limited discounts layered on a rate plan under Promotions, both in the Sell section of the sidebar.

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

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 place that sells beyond room revenue, such as a restaurant, a bar, or a guest shop. Charges from an outlet can be posted to an in-house guest's folio or settled on the spot. See the Outlets overview.

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

Veridien Channels 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 reservation arrives it becomes a Confirmed reservation, and availability drops across every connected channel to prevent overbooking. See Veridien Channels Setup and Managing Availability.

Permissions are granular access controls (for example, view reservations, post a charge, void a charge). Roles bundle permissions under a name. Every property starts with Property Owner, Manager, Front Desk Staff, and Housekeeping, and you can build your own.

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. You manage roles per property under Property Settings > Team. See Users and Roles.

A complete guest journey shows how the pieces fit together:

1. A guest books a Deluxe King for three nights on an OTA. Channels creates a Confirmed reservation and the 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 and the room becomes Occupied. The folio opened when the reservation arrived.
4. The guest dines at the restaurant (an outlet) and the charge posts to their folio.
5. At the close of business, staff reconcile the day's payments against the open folios. Room charges were already posted per night when the reservation was created, so nothing needs to be posted overnight (see Night Audit).
6. At departure the front desk settles the folio, checks the guest out, and the room changes 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.

• System Overview: how the modules connect.
• First Login: signing in and setting up your account.
• Today at a Glance: your daily operational view.
• Folios and Night Audit: the financial backbone.