Occupancy Statistics Report overview

This report displays occupancy data for the specified date range. The report can be used to get historical or forecast data, or a combination of both. The forecast section includes occupancy data on dates included in the date range specified that are on or after the current date. The history section includes occupancy data included in the date range specified that are in the past. The report includes available rooms, OOO rooms, rooms sold, rooms to sell, occupancy %, arrival rooms, arrival reservations, stay over rooms, departure rooms, departure reservations, number of complimentary rooms, number of no show rooms, day use rooms, transient rooms, group pickup, group pickup reservations, group remaining, contract pickup rooms, contract pickup reservations, contract remaining, reserved lease rooms, un-reserved lease, room revenue, ADR, Rev Par, and guests.

The report is sectioned by date then will total columns per date and will have a total line for the sum of all dates represented on the report. A group by method can be selected and when used the occupancy data is reported by the grouping method for each date contained in the date range specified. When a grouping method is used the report includes a total for each group by method section and will have a total line for the sum of all data included on the report.

The report can be filtered by property. You can group the report by market segment, rate plan, rate category, room type, source, or track. You can limit group status to include or exclude groups in definite or tentative status only. You can optionally: include zero values (this check box is only included when a group by option is selected), include day use (in arrival and departure totals), include day use in rooms and revenue, treat reserved leases as reservations, treat un-reserved leases as reservations, include tentative leases, show contract columns, treat contract pickup as reservations, treat contract remaining as reservations, show group columns, treat group pickup as reservations, treat group remaining as reservations, and include transient.

The report can be configured to include a column for occupancy percentage minus out of order rooms. This column is calculated using the physical inventory minus the out of order rooms that are not marked as minor.

The report can be configured to include a House Use section to report on complimentary rooms. When used the report will include the following information for complimentary room use: no show rooms, day use rooms, transient rooms, group pick up rooms, group pick up reservations, group remaining, contract pickup rooms, contract pickup reservations, contract remaining, reserved lease rooms, un-reserved lease, room revenue, ADR, Rev Par, number of guests, the date type total (history or future), and a total of complimentary rooms.

The following are some important points to be noted:

  • The following report columns will only display on the default report when no group by method is used: Arrival Rooms, Arrival Reservations, Stay Over Rooms, Departure Rooms, and Departure Reservations. The columns are available in the base report and can be set to display in report configuration.
  • These columns are available in the base report, but are hidden by default: Group Pickup Reservations, Contract Pickup Reservations, Reserved Lease Rooms, Un-Reserved Lease.
  • The rooms with active status only that are in inventory are reported.
  • If a OOI (out of inventory) work order exists for a room, the room is not included in Available Rooms.
  • If there are shares, guest count is considered from the share components. The combined guest count of all share components is reported. The room revenue is considered from the share components. The combined room revenue of all shares components is reported.
  • For suites the component rooms are counted, room revenue is based on the suite master, and guest count is considered from the suite reservation.
  • The report does not include non-rooms like bath and parlors.
  • The transient reservation are reservations that are not associated to a Group, Booking Agency Contract, or Lease.
  • When remaining group blocks, contracts, or unreserved leases are treated as pickups, the system treats the remaining block as if they were picked up reservations. The default number of guests is used for any rate calculations.
  • When Include Day Use in Revenue is selected, day use room revenue is included in the Room Revenue column, but not included in Rooms Sold, or in guest counts.
  • When Include Day Use in Rooms and Revenue is selected, day use room revenue is included in the Revenue column, and day use rooms are included in the calculation for Rooms Sold and guest counts.
  • It is possible to have an occupancy of more than 100% when day use rooms are included in the report.
  • The columns for complimentary rooms and no show rooms display the count of each and are informational only, they are not used in any of the report's calculations.
  • When the report is grouped by rate category, the guest stays that are associated with a lease will be reported under the rate category of the lease's rate plan.
  • When the Lease Managed Shoulder Periods option is selected in the Lease Configuration screen, the shoulder periods are considered lease dates. The shoulder start and end dates will be used as the lease period start and lease period end. The report will compare the shoulder start and end dates, instead of the lease start and end dates.
  • When you select Group By Room Type and there are Suites configured in HMS, the report includes an additional section called Suite Room Types that includes rooms where the unit type is Suite. The Component Room Count value indicates how many rooms of unit type Suite are configured under the Suite.
    Note: 
    • You can select multiple room types, when the report is grouped by Room Type.
    • If the Group By option is not specified, the reservation data is displayed with ‘***’.
  • The Waitlist Rooms data is included in the report. The Waitlist Rooms count is displayed for the Reservations with Waitlist status. These reservations are considered only on the arrival of the guests
  • If the report is grouped by the promotion code, the guest stay details associated with the promotion code that is active, are printed in the report.
    Note: The promotion code is applicable for all the dates of a guest stay.
  • If the Include Lease Reservations check box is selected, the report includes lease reservation information for the guest stay.
  • If the Include Un Reserved Lease check box is selected, the report includes unreserved lease information for the guest stay. The unreserved lease data with these status is displayed:
    • Definite
    • Released
    • Complete
    Note: The lease status is defaulted from the Lease screen.
  • If the Include Tentative Lease check box is selected the report displays:
    • The reserved lease column with reservation information that is associated with a lease and has a status set to Tentative.
    • The unreserved lease column with lease information and has a status set to Tentative.
  • The statistical information related to a reservation is excluded from the report, when a Group By Code is specified and one or more of the selected codes have a zero value and are inactive.
  • The lease related data for these status is displayed in the generated report for the specified date range:
    1. Complete
    2. Definite
    3. Release
    Note: This value is defaulted from the status specified in the Lease screen.
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