Hospitality Architecture & Specs

Night audit runs the critical end-of-day close process, executing 12 sequential reconciliation steps across every operating department.

What each run reports:

Every night-audit run returns a structured summary — overall status, per-step results, financial totals (room charges, taxes, fees, penalties), occupancy metrics (rooms sold and available, occupancy %, ADR, RevPAR, out-of-order rooms), no-shows, early departures, stayovers, any discrepancies, housekeeping tasks created, warnings, errors, how long the run took, and a GM morning briefing (arrivals, departures, VIP guests, occupancy forecast, and the next business date).

12 Audit Steps:

1. Verify room status 2. Post room charges (nightly rate + taxes, per in-house reservation) 3. Process no-shows (unconfirmed check-ins get a 1-night penalty) 4. Process early departures 5. Handle stayovers (guests due out today who haven't checked out) 6. Post recurring charges (parking, internet, and other property-configured add-ons) 7. Verify payment authorizations (folio balance vs. authorized amount) 8. Create housekeeping tasks (departure cleans + stayover cleans) 9. Calculate occupancy statistics (rooms sold, occupancy %, ADR, RevPAR, OOO count) 10. Create the audit log (immutable night_audit_logs record) 11. Advance the business date 12. Generate reports (the GM morning briefing)

ADR/RevPAR computation:

ADR (Average Daily Rate) = total room revenue ÷ rooms sold RevPAR (Revenue per Available Room) = total room revenue ÷ rooms available

Example: ADR of $180 means the average room sold for $180 that night; RevPAR of $126 is the revenue earned per available room, factoring in occupancy.

Dry-run mode:

You can run the full audit in preview mode — every step validates and reports exactly what it would do, without posting anything to the ledger or closing the business date. Useful for a final check before committing the day.

Guest communications manages every outbound guest touchpoint across email, SMS, and WhatsApp, with templated messaging and AI-driven WhatsApp intent routing.

Provider coverage:

• Email: SendGrid, Amazon SES, Mailgun, Postmark, Resend, or your own SMTP server.
• SMS: Twilio, Telnyx, Plivo, or Vonage.

Switching providers is a configuration change, not a rebuild — every provider sends through the same template and delivery-tracking layer.

Templates: Each message template (email, SMS, or WhatsApp) supports a subject line, plain and HTML bodies, and {{variable}} placeholders — e.g. "Dear {{guestName}}, your room {{roomNumber}} is ready" becomes "Dear John Smith, your room 301 is ready" at send time.

WhatsApp AI routing: An inbound WhatsApp message is classified for intent the moment it arrives. Routine requests get an instant templated response; complex ones escalate to your helpdesk with full context. Intents handled autonomously include late-checkout requests, extra-towel requests (which dispatch housekeeping directly), restaurant reservations, checkout-time questions, and billing questions — while complaints are escalated with a sentiment score attached so staff know how urgent it is.

Automated guest lifecycle messages:

• Pre-arrival (48h before check-in): directions, parking info, digital key instructions.
• Check-in confirmation: room number, key instructions, WiFi credentials.
• Daily morning brief: today's weather, hotel activities, restaurant hours.
• Pre-departure (evening before checkout): checkout time, folio summary, late-checkout offer.
• Post-stay (2h after checkout): NPS survey with review links.

Folio billing manages the complete guest billing lifecycle, from pre-arrival deposit through post-departure reconciliation.

What's on a folio:

Every folio tracks its status (open, closed, or transferred), the business date, a running list of transactions, subtotal, taxes, fees, discounts, total, payments received, and the remaining balance — in the guest's currency. Transaction types cover room charges, taxes, fees, penalties, restaurant, minibar, laundry, telephone, parking, spa, shop, and other incidentals, each linked back to its source (an order, a charge) and stamped with who posted it and when.

Where charges come from:

• Room charges post automatically every night as part of night audit.
• Commerce charges — restaurant, spa, shop — sync to the folio in real time the moment an order is placed elsewhere on the property.
• Minibar charges post automatically from BLE weight sensors the instant an item is removed — no manual entry, no clipboard.
• At checkout, the folio closes and transfers to the master folio or the guest's card on file.

The pricing engine evaluates your prioritized yield-management rules instantly and caches the resolved rate per room type and date, so high-traffic booking windows read from cache instead of recomputing on every request.

Rule evaluation: Each rule has a priority, a condition (e.g. "occupancy above 85%"), an adjustment (e.g. "increase rate 25%"), and the room types it applies to. The highest-priority matching rule wins; the resolved rate — along with which rule applied and why — is cached per room-type/date and refreshed automatically whenever occupancy changes.

Demand forecasting considers: historical occupancy patterns (seasonality), the local event calendar (concerts, conferences, sports), your competitive set (manual or auto-tracked rates), advance booking velocity, and cancellation patterns. From these it produces, for any future date: predicted occupancy, a confidence score, a demand level (low/moderate/high/peak), competitor rates nearby, local events driving demand, and a recommended rate with the suggested adjustment from your base rate.

Rate plans support a base rate and currency, stay restrictions (minimum/maximum stay, closed-to-arrival, closed-to-departure, blackout dates), inclusions (e.g. breakfast, parking), a cancellation policy (free / penalty / non-refundable, with configurable penalty terms), and per-channel assignment (direct, OTA, GDS, corporate, or group).

Housekeeping tasks route to staff mobile devices using AI path optimization and Kanban-style workload limits, so rooms turn over on time without burning out your team.

How tasks get created and assigned: the moment a guest checks out, Aeion calculates the expected room-ready time — factoring in checkout timing, whether the room needs a deep clean or standard turnover, and each housekeeper's current workload — then creates a task (with priority, floor, zone, and estimated time) and routes it to the best-available housekeeper.

Route optimization minimizes walking distance between consecutive rooms, grouping by floor and zone and accounting for task type and each housekeeper's skills, so no one is zig-zagging across the property. VIP-flagged tasks are always prioritized. Workload limits (a configurable cap — 8 rooms in progress per housekeeper by default) keep any one person from being overloaded; overflow automatically routes to on-call staff.

Predictive ready-time: for every checkout, Aeion predicts when the room will actually be ready — using historical turnaround times by room type, time-of-day cleaning-speed patterns, housekeeper skill level, and whether it's a deep clean or standard clean — along with a confidence level and a suggested assignment (e.g., "assign to the fastest housekeeper on this floor").