Occupancy is one of the first metrics you look at to gauge production. The Occupancy Report will allow you to see if you are ahead or behind in previous years in terms of true pace. Check below how to access and generate your Occupancy Report.
Access the Room Sold/Occupancy Report
- Navigate to the Cloudbeds PMS main menu
- Click on Classic Reports
- Select Production Reports
- Click to access the Room Sold/Occupancy
Navigate the Room Sold/Occupancy Report
Once you're on the Room Sold/Occupancy Report page, you can apply different filters to generate the report:
- Select the year to check
- Choose the comparison year
- Set the period to check
- Filter which room types you would like to be displayed on the report
- Filter the reservation sources
- Click to Apply
This report uses the service date, which is the date the product or service is delivered. With proper permission, the service date can be backdated to recognize revenue and expenses in the correct period. To learn the difference between the Service Date and the Transaction Date, click here.
- The blue line shows the number of accommodations booked in the primary year (selected first in the filter).
- The red line represents the number of accommodations booked in the comparison year (selected second in the filter).
In the example below, blue is 2025, and red is 2024.
You can hover over any point on the lines to see:
- The percentage of room nights sold
- The number of accommodations booked
You can also toggle between Day, Week, or Month view to change the level of detail.
With the filters applied, you will receive the report generated with the following information:
- Date range (1 day, week, month) - according to the interval settings.
- Rooms occupied for the primary selected year (in occupancy percentage)
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Reservation Statuses - The system pulls all the data from the following statuses to generate the room sold report:
- Confirmation Pending, Confirmed, In-house, Checked-out
- The following statuses are not part of the calculation:
- Canceled, No-show
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Occupancy is calculated using all physical accommodations at the property, including units that are: Booked, Blocked, Out of service, and assigned to Allotments.
- In other words, blocked and out-of-service rooms are still counted in the total inventory used to calculate occupancy.
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Reservation Statuses - The system pulls all the data from the following statuses to generate the room sold report:
- Accommodations booked for that year.
- Revenue for the primary selected year: Calculated as Total Room Rate plus Other Room Revenue plus Room Revenue Adjustments. This includes room rate, manual room revenue, no-show fees, and manual room revenue adjustments. Excludes inclusive or exclusive taxes and fees, and cancellation fees. It follows USALI standards.
FAQ
Why do I see multiple versions of the same 'Room Type' in this report?
The Classic Reports (such as the Rooms Sold/Occupancy Report) keep a historical record of room type name changes. When you rename a room type in your property settings, the system preserves the old name in reports so that past stays continue to reflect the name that was valid at the time. As a result, the Room types filter may display several versions of what is actually the same accommodation type.
Example: If a room type was originally called “Shared Rooms” and later renamed to “Room Type Upgrade,” both names will be listed in the Room types filter. Selecting both ensures you capture the complete history.
Key points to know:
- This is expected behavior, not an error. It helps ensure reporting accuracy across different time periods.
- When analyzing a date range that spans before and after a rename, select all historical names of that room type to include the full data set.
- This behavior applies to all Classic reports that include the Room types filter (e.g., Rooms Sold/Occupancy and Production).
How can I check if a rename occurred?
- From your Account Menu
, go to Logs > Activity Log.
- In Filter, open Change Made and select ROOM TYPE MODIFIED.
- Click APPLY to load results. In the table, look for entries like: “Room type name was changed from X to Y,” including the date/time and user.
Tip: To avoid long lists of names, consider minimizing frequent aesthetic or non-essential renames of room types unless absolutely necessary.
Note about deletions: If a room type is deleted entirely, historical data tied to that room type may not be recoverable in reports. Past reservations could appear under a “NULL” value instead.
Why does this report use Service Date instead of Transaction Date?
The report uses Service Date as a filterable date to meet common reporting needs. Transaction Date/Time remains immutable for accounting accuracy.
How is revenue calculated in this report?
Revenue is calculated as Total Room Rate plus Other Room Revenue plus Room Revenue Adjustments. Taxes, fees, and cancellation fees are excluded. Room Rates, No-Shows, and Manual Room Revenue Adjustments are included. This calculation follows USALI standards.
How does split inventory affect accommodations booked?
Accommodations booked include only physical rooms and use virtual room relationships when Split Inventory is configured.
What are Accounting Codes in the Rooms Sold/Occupancy Report?
Accounting Codes categorize specific transactions following USALI standards, helping standardize how room revenue is grouped for reporting. They are used by this report, but the codes are not displayed within the Rooms Sold/Occupancy Report.
In this report, revenue is grouped into predefined accounting buckets as shown below.
| Description | Code |
|---|---|
|
Total Room Revenue: Total of Room Rate Other Room Revenue Room Revenue Adjustments |
1000 + 1000R + 1000V + 1100 + 1100R + 1100V + 1200 + 1200R + 1200V + 1000A + 1100A + 1200A |
Unlike other reports, the Rooms Sold/Occupancy Report does not show Accounting Codes.
Below is an example of the codes associated with the transactions:
Can I email the Rooms Sold/Occupancy report automatically?
Automatic emailing is not available for this report. However, you can download the Rooms Sold/Occupancy Report at any time by clicking the Export To button and sharing it as needed.
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!
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