| Purpose | Access the Occupancy Report, compare occupancy across two years, and interpret the graph and results. |
| Best for | Front Desk, Night Audit, managers, general managers, and owners. |
| Use this when | You want to review occupancy for a selected period and compare it with another year. |
| Requirements | Permission to access the Occupancy Report in Reporting. |
| Expected result | A filtered year-over-year occupancy comparison with a graph and report results. |
| Limitations | Automatic emailing is not available for this report. Use Export To to download and share it. |
Introduction
The Occupancy Report in Cloudbeds PMS compares occupancy between a selected year and a comparison year. Use it to review room nights sold, identify changes in occupancy over time, and examine the related report results.
This article explains the individual report named Occupancy Report. For a broader view of available occupancy-focused reports and metrics, see Understanding Occupancy Reports in Cloudbeds.
Table of contents
- Access the Occupancy Report
- Apply filters to the Occupancy Report
- Understand the occupancy comparison graph
- Read the Occupancy Report results
- Frequently asked questions
Access the Occupancy Report
Open the specific Occupancy Report from Reporting to view its available filters and year-over-year comparison.
- From the Main Menu
, select Reporting.
- In Search Reports, type Occupancy, or scroll to the Production section.
- Select Occupancy Report. The report opens in a new tab.
The demonstration shows the same navigation sequence, from the Main Menu through the report search results.
Apply filters to the Occupancy Report
Before interpreting the Occupancy Report, select the years, reporting period, room types, and reservation sources you want to compare.
- Under Year, select the primary year.
- Under Compare with, select the comparison year.
- Under Period, set the date range to review.
- Under Room types, choose the room types to include.
- Under Reservation Source, choose the applicable sources.
- Select Apply to generate the results.
The numbers in the screenshot match the six filter selections above.
About dates: The report uses Service Date, the date when a product or service is delivered. Service Date is different from Transaction Date. For details, see Reservation Folio: Everything you need to know.
Understand the occupancy comparison graph
The graph compares the number of room nights sold in the two selected years. The line colors identify the primary and comparison years according to the legend shown in the report.
In the example shown, blue represents 2025 and red represents 2024.
Hover over a point on either line to see the percentage of room nights sold and the number of accommodations booked for that point.
Use the Day, Week, or Month controls to change the time interval displayed on the graph.
Read the Occupancy Report results
Below the graph, the report presents occupancy and revenue results for the selected years. The columns allow you to compare changes for each displayed day, week, or month.
| Column | What it shows |
|---|---|
| Date | The day, week, or month for the interval selected. |
| Rooms occupied | Occupancy percentage for the selected year. |
| Accommodations booked | Number of accommodations booked for the selected year. |
| Revenue | Room revenue for the selected year, including Room Rate, Other Room Revenue, and Room Revenue Adjustments. Taxes, fees, and cancellation fees are excluded. |
The four numbered markers in the report screenshot identify these result columns.
For occupancy calculations, the report counts physical accommodations. Blocked and out-of-service rooms remain in the available-room total, while sold rooms are counted according to eligible reservation statuses. The source article lists Confirmation Pending, Confirmed, In-house, and Checked-out as included, and Canceled and No-show as excluded from rooms sold.
For a detailed explanation of occupancy, room revenue, and USALI-based calculations, see Occupancy and Financial Reporting Calculations in Cloudbeds.
Frequently asked questions
Expand the questions below for additional report behavior, historical room-type names, and export options.
Why does the Room types filter show multiple names for the same room type?
Reports can preserve the historical names of room types. If a room type was renamed, its previous name may still appear in the Room types filter so earlier stays reflect the name used at that time.
For example, a room type formerly named Shared Rooms and later renamed Room Type Upgrade can appear under both names. To include the full date range before and after a rename, select both historical names.
Check whether a room type was renamed
- From the Account Menu
, go to Logs > Activity Log.
- Under Filter, open Change Made and select ROOM TYPE MODIFIED.
- Select Apply. Review the log entries for room-type name changes, including the recorded date and user.
Tip: Avoid unnecessary room-type renames when you want to keep report filters easier to scan.
Why does the Occupancy Report use Service Date instead of Transaction Date?
Service Date identifies when a product or service was provided and is used for reporting. Transaction Date/Time records when a transaction occurred. For examples of the distinction, see Reservation Folio: Everything you need to know.
How is revenue calculated in the Occupancy Report?
The reported room revenue includes Room Rate + Other Room Revenue + Room Revenue Adjustments, including applicable manual room revenue and no-show fees. Taxes, fees, and cancellation fees are excluded. For calculation details, see Occupancy and Financial Reporting Calculations in Cloudbeds.
How does Split Inventory affect accommodations booked?
The Accommodations booked count uses physical rooms. Where Split Inventory is configured, virtual-to-physical room relationships affect how those accommodations are counted. See How do Occupancy Metrics work with Split Inventory for configuration-specific examples.
Can I automatically email the Occupancy Report?
No. Automatic emailing is not available for this report. Select Export To to download the report and share the exported file as needed.
Related articles
After reviewing the Occupancy Report, these resources can help you understand related occupancy metrics and reporting behavior in more detail:
- Understanding Occupancy Reports in Cloudbeds for the broader set of occupancy reporting options.
- Occupancy Discrepancies: Troubleshooting and FAQs for investigating differences in occupancy figures.
Comments
If only you could add the columns, that would be a major breakthrough!! I use this report regularly and have to use Excel to add the columns to see how our annual numbers are doing. I have never understood why, when you have a column of numbers, you do not provide a total at the bottom of the column. Other than that, this is a great report.
Hi Grant Galbraith,
Thank you so much for your feedback. We have a few other occupancy reports that can help you collect some more detailed information within the Cloudbeds Insights tab.
Here you can see some more information about them.
I hope this helps. Please let us know if you need any more assistance.
Regards,
Actually, it does really help at all. The info I want is exactly what is in the Rooms sold/Occupancy report. The Monthly numbers are exactly what I want. The deficiency, and it seems that it as an obvious one that would be easy to fix, is that the column of numbers do not have a total at the bottom. It is nonsensical to provide a column of numbers and not have a total at the bottom. There is no scenarios where the user of the report would not like to see the total of the column. Just please fix the report. But, I do appreciate that you replied to my comment. Thanks!
Hello Grant Galbraith,
Thank you for your valuable feedback. We appreciate insights from the Cloudbeds Community, as they play an essential role in our ongoing efforts to enhance the platform.
Our product team has been actively improving the occupancy reports within the Cloudbeds Insights tab. This updated resource is designed to provide the information you need, including totals and more flexible timeline personalization, incorporating the best features of the classic report in an enhanced format.
We will share your suggestions on to our product team for their review as we continue to develop our reporting tools.
If you need some personalized help & clarification on the reports, I am happy to open a ticket so that our Support specialists can help you with your needs.
Thank you again for helping us improve.
It would be very useful to have a filter that separates group blocks being held from actual reservations picked up when looking at occupancy %. Since un-picked blocks aren’t counted in occupancy, adding a “Group Blocks Held vs. Picked Up” filter would make it easier to accurately gauge occupancy % and better understand the impact of groups on performance.
HI
Can you put a simple Toggle to see or not the Pace Line or the shaded pace region that previously illustrated booking progress compared to the prior year ?
Easy to implement and each user can use it or not and avoid confusion
Hello, Pierre Celnik,
Thank you for your valuable idea. We have already created a new post on your behalf, which is visible to all users in the Community to comment and vote. Popular ideas are sent to our Product team for a final review and evaluation.
Regards!
Hi,
I pull this report weekly and noticed that I have a discrepancy in my revenue totals from 2 weeks ago. My booking continue to climb but my revenue is somehow declining vs increasing. I summitted a request to have this looked at and haven't heard back..
Hello, Rick Johnson,
Thank you so much for reaching out.
We have successfully received your request, and we have raised the ticket priority so our dedicated Support Team can review it as soon as possible.
We appreciate your patience while we work on this for you 🙏🏼
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