Ghost system is indeed extremely variable. But that is the way it needs to be, to fit every demand.
If I we have an enquiry for a currently booked STA pax, they state their name & date & we can see their booking detail in the system when looking at that dates bookings. To have the ghost bookings in the syetm would be just the same.
There is not twice the work.
The current number regular activity of all staff at both offices is selecting a date and/ or searching using known details eg booking number, email, last name etc.
If the underlying issue is that people walk into your office and ask “Are there spaces available for a single day visit soon…” then the process of your staff contacting ENP-A for a decision is still required to happen. ENP-A staff managing the variables and therefore making decisions on numbers is still their responsibility.