The occupancy report can be used to understand how your property is performing. However, the occupancy can vary a lot based on the season, the time of the week, the weather, the events around you and your competition. It should therefore be analysed carefully.
To find the Occupancy Report, go to Reports in the menu of your admin space, and click on the Reports subsection. Scroll down until you find the Occupancy Report in the reports list.
From here, tick the box to select the report. A pop up will appear: click on Next.
Next, choose the email address you want the report to be sent to, and the dates for which you want to extract the report. Finally, click on Send reports.
Content of the report
The report includes:
- The number of rooms sold by room category and type of client (business or individual): This is the number of rooms that you sold during the period based on the stay dates of the guest(s). It does not include cancelled bookings.
For example, if you export the report from May 1st to May 5th, and you have 1 booking for 1 room in the category from May 1st to May 5th, and 1 booking for 1 room in the same category from May 4th to May 8th, then your number of rooms for that category sold is 7. Indeed, you only take into account the rooms that were sold during the period you chose, and we ignore the rooms sold on May 6th, 7th and 8th.
In order to determine if a room has been sold to an individual client or to a company client, we check if the client you have entered in the booking details is an individual or a company.
- The number of available rooms per room category: This is the number of rooms that could have been sold during the period by category. To get this number, we take the total number of rooms per room category in your property and we multiply it by the number of nights in the period you selected. We then substract all rooms that are out of inventory (the rooms that you have blocked on your calendar and set as out of order or out of inventory).
- Your occupancy rate: This is the percentage of rooms that are occupied out of all your available rooms, without taking into account cancelled bookings.
For example, if you have 22 rooms available, and 9 of those rooms are booked, then your occupancy rate is (9 / 22 =) 40.9%. If a booking of 1 room gets cancelled, then your occupancy rate becomes (8 / 22 =) 36.4%
- Your number of cancelled bookings: This is the number of bookings you have cancelled during the time period chosen when exporting the report.
That means that if you export the report for May 1st to May 10th and on May 5th, you cancelled a booking that has an arrival date in November, the report will display 1 cancelled booking. It is the date of the cancellation that is taken into account, not the dates of the stay.
Keep in mind that if you have rooms linked to a cottage and it is the cottage that has been booked, you will see this booking as if all the rooms have been booked, but the cottage itself will not be displayed.
For example, if you have a cottage, and Room A, B and C are linked. If the cottage is booked, in your occupancy report, you will see three different lines to show you all the rooms that have been booked as part of the cottage booking.
This enables us to give you more precise data and ensures that your totals will be correct.