Intake & Visibility01
Reservation requests are captured into a single board with community, amenity, date, and contact information.
- Standardized intake form
- Single board across communities
- Auto-timestamped requests
Reservations · Independently Developed System
Reservation Coordination & Operations Tracking System
A reservation operations system I independently structured and developed — consolidating intake, calendar visibility, approval routing, payment confirmation, and access scheduling across multiple communities into one coordinated workflow instead of scattered email threads.
Independently structured workflow project — operational coordination, analytics interpretation, and reporting logic by Karla Sunga. Portfolio visuals contain fictionalized or redacted sample data for presentation purposes.
Workflow coordinationCalendar trackingApproval processOperational scheduling
Workflow Overview
Operational lifecycle.
- 01Request Intakeintake
- 02Availability Reviewactive
- 03Approval Routingwatch
- 04Payment & Accessactive
- 05Confirmationresolved
Operational Dashboard
Visibility surface.
Fictionalized / redacted sample data — for presentation purposes
ksmotion · /reservation
Updated · just now
Total Reservations
29
Confirmed
26
Pending
0
Open Dates
20
Booked / Review
11
Calendar View · May 2026
3 communities
Date
Day
Sheff.
Glenn
Southlake
May 1
Fri
OPEN
BKD
OPEN
May 2
Sat
OPEN
BKD
OPEN
May 3
Sun
OPEN
BKD
OPEN
May 4
Mon
OPEN
OPEN
OPEN
May 9
Sat
BKD
OPEN
OPEN
May 16
Sat
BKD
OPEN
OPEN
May 17
Sun
BKD
OPEN
BKD
May 22
Fri
OPEN
BKD
OPEN
May 23
Sat
BKD
OPEN
BKD
May 30
Sat
BKD
OPEN
BKD
May 31
Sun
BKD
OPEN
OPEN
Reservation Detail
| Date | Time | Community | Resident | Status | Access | Notes |
|---|---|---|---|---|---|---|
| May 1 | 5:00–9:00 PM | Sheffield | M. Petty | Confirmed | No | Time Range: 5:00 PM – 9:00 PM |
| May 2 | 12:00–4:00 PM | Sheffield | B. Onabajo | Confirmed | No | Standard intake |
| May 17 | 11:00 AM–3:00 PM | Southlake | H. Neloms | Confirmed | — | Account #: 50-447 · Req RSV-7821 |
| May 23 | 1:00–5:00 PM | Southlake | M. McNeil | Confirmed | No | Priority: High · Awaiting Robert confirm |
| Nov 21 | 5:00–10:00 PM | Sheffield | B. Day | Confirmed | No | Action: Send access code · Owner: Karla · Priority: Med |
Operational Metrics
Sample operational health.
Representative metrics that this workflow surfaces to operations leadership.
Reservations / Mo
184
+12%
Pending Approvals
7
−3
Avg Turnaround
11h
−4h
Conflicts Avoided
23
Tracked
Process Breakdown
How the workflow operates.
Workflow Coordination02
Availability is reviewed against the shared calendar to prevent double-bookings before approval routing begins.
- Shared availability calendar
- Conflict detection
- Pre-approval validation
Approval Routing03
Approvals are routed to the right CAM with full request context and a clear deadline for response.
- Context-rich approval
- Deadline visibility
- Backup approver fallback
Follow-Up Tracking04
Payment confirmation, access scheduling, and reminders are tracked in one place through to the reservation date.
- Payment confirmation
- Access scheduling
- Pre-event reminders
Reporting & Communication05
Monthly reporting summarizes amenity utilization, approval throughput, and outstanding follow-ups.
- Amenity utilization
- Approval throughput
- Open follow-up list
Outcome
Centralized operational visibility and streamlined reservation coordination workflows.
Tools Used
Workflow infrastructure.
Monday.com
Reservation intake board with approval pipeline.
Microsoft 365
Shared availability calendar, Outlook coordination, and operational reporting.
Microsoft Outlook
Approval routing, confirmations, and reminders.
Excel
Payment tracking and monthly amenity reporting.
Zapier
Exploring automated handoffs between intake, approval, and confirmation steps.
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