Cloudbeds Reports, also known as Stock Reports, are ready-to-use reports designed to support daily operational and financial analysis. They cannot be edited or deleted, but you can export them.
Because they are view-only reports some features described in this article may only be available to Cloudbeds Insights customers.
To effectively manage your property's occupancy, it's essential to understand the fluctuations throughout the year.
With Cloudbeds Reports you can simplify the extraction of information from reports and access valuable data, enabling more sophisticated analysis without the need for workarounds; this empowers you to enhance your overall performance by helping you to:
- Make informed decisions to optimize resource allocation. This will allow you to anticipate and plan for the availability of rooms, staff, and other resources needed to meet expected demand.
- Evaluate your property's occupancy performance, estimate future revenues, and prepare budgets based on projections.
- Establish data-backed strategies on rates, promotions, and distribution systems to maximize your property's profitability.
This article reflects the latest Occupancy reporting logic based on the Occupancy dataset. This new version follows USALI (Uniform System of Accounts for the Lodging Industry) standards and applies across Classic Reports, Cloudbeds Insights, and PMS functionalities for consistent occupancy metrics.
Main Highlights
- Detailed Guest Count: The reports include counts for Guests, Adults, and Children per stay date, allowing for a better understanding of the composition of stays.
- Room-Level and Room-Type Level Analysis: Occupancy can be assessed at both the room and room-type level, offering granular insights into how individual accommodations and room categories contribute to overall performance.
- Enhanced Reporting: The all-in-one Production report includes Average Daily Rate (ADR) and Revenue Per Available Room (RevPAR) calculations, providing a comprehensive overview of property performance.
- Additional CDFs for Enhanced Functionality: Cloudbeds Data Fields (CDFs) for Blocks and Out-of-Service blocks, enriching the report's functionality and the depth of insights it can provide.
- USALI-Compliant Metrics: Occupancy, ADR, and RevPar calculations follow the Uniform System of Accounts for the Lodging Industry (USALI), ensuring standardized performance measurement.
- Physical-Room-Based Calculations: All metrics are calculated using only physical rooms, providing more accurate reporting for properties using split inventory.
- Blocked and Out-of-Service Rooms Included: These room statuses are now factored into Rooms Available and Capacity, ensuring consistency across all occupancy-related calculations and following USALI standards.
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Standardized Formulas:
ADR = Total Room Revenue ÷ Total Rooms Sold
RevPar = Total Room Revenue ÷ Total Rooms Available - Consistency Across Cloudbeds: Metrics are aligned across Cloudbeds Insights, Calendar, PIE, Dashboard, and Groups to ensure a single source of truth.
- Custom Calculations: Customers using Cloudbeds Insights with Report Builder can create customized metrics through formulated CDFs, such as adjusted ADR or alternate occupancy formulas.
Occupancy reports overview
Occupancy Reports list
- ADR and RevPAR
- Benchmarking Export
- Guest Count
- Occupancy Comparison - Month
- Occupancy Comparison - Today
- Occupancy History and Forecast
- Occupancy History and Forecast by Room Type
- Occupancy Statistics
- Occupancy Statistics - Room Type
- Occupancy Statistics by Week
- Out-of-Service Rooms
- Pace Report (learn more about it in the section below).
- Production Report
- Production Report- Room Type
- Rooms Sold and Occupancy
This report provides a snapshot of future bookings, comparing current on-the-books data against historical trends to help forecast occupancy and revenue and identify booking patterns.
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- Open the Pace Report. To learn how to navigate and open reports, go here.
- Click Period Comparison
- By default, the Comparison will be set like this:
- Select comparison: Advance
- Select Data Field: Custom
- Compare ranges by: Custom
- The Ranges are pre-set to show information from the current and previous years.
- If needed, click Edit to modify the relative date in the Rules dropdown, and press Confirm to apply the changes.
This report offers flexible stacking configurations, allowing you to organize data by days, months or even perform year-over-year comparisons. You can also view data in a running calendar format, providing a comprehensive and customizable analysis.
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- From the Outline
, go to Group Rows and click on the Data field
- Select the desired grouping date option
- From the Outline
Occupancy Cloudbeds Data Fields (CDF)
| Cloudbeds Data Field | Description |
| ADR | Average Daily Rate of rooms sold calculated as Total Room Revenue divided as Total Room Revenue divided by Total Rooms Sold. This includes room rate, manual room revenue, no-show fees, manual room revenue adjustments. Excludes inclusive or exclusive taxes and fees, and cancellation fees. For properties with split inventory Total Rooms Sold includes physical rooms only. *Complies with USALI standards. |
| Adults | Total number of adults associated with the room for a specific stay date. |
| Assumed Assignment Flag | Flag indicating if the room was booked without being assigned a room and was given an assumed assignment for reporting purposes. (Yes/No) |
| Booking Room ID | The ID of the room associated with the reservation. |
| Children | Total number of children associated with the room for a specific stay date. |
| Reservation ID | Unique identifier for each record in the dataset. |
| Reservation Number | The confirmation number that uniquely identifies a reservation. |
| RevPAR | Revenue per available room calculated as Total Room Revenue divided by Total Rooms Available. 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. For properties with split inventory, Total Rooms Available includes physical rooms only. *Complies with USALI standards. |
| Room Guest Count | Total number of guests associated with the room for a specific stay date, including adults and children. |
| Stay Date | The calendar date being observed for analysis. |
Converted Currency
| Cloudbeds Data Field | Description |
| ADR (Converted) | Average Daily Rate of rooms sold calculated as Total Room Revenue divided by Total Rooms Sold converted using exchange rate. This includes room rate, manual room revenue, no-show fees, manual room revenue adjustments. Excludes inclusive or exclusive taxes and fees, and cancellation fees. For properties with split inventory Total Rooms Sold includes physical rooms only. *Complies with USALI standards. |
| Miscellaneous Income (Converted) | Total of miscellaneous income including cancelation fees and their adjustments converted using exchange rate. |
| Other Revenue (Converted) | The total of revenue from items and services, custom items (POS), add-ons and adjustments for each excluding inclusive and exclusive taxes and fees converted using exchange rate. |
| Other Revenue Adjustments (Converted) | The total of adjustments for revenue from items and services, custom items (POS), add-ons and adjustments for each excluding inclusive and exclusive taxes and fees converted using exchange rate. |
| Other Room Revenue (Converted) | Total of all other revenue associate with the room posted by the user converted using exchanged rate. This value includes no show fees and is part of Total Room Revenue. Excludes inclusive and exclusive taxes and fees. |
| RevPAR (Converted) | Revenue per available room calculated as Total Room Revenue divided by Total Rooms Available converted using exchange rate. This includes room rate, manual room revenue, no-show fees, manual room revenue adjustments. Excludes inclusive or exclusive taxes and fees, and cancellation fees. For properties with split inventory, Total Rooms Available includes physical rooms only. *Complies with USALI standards. |
| Room Rate (Converted) | Total of all Room Rate transactions posted automatically for reservations per stay date converted using exchange rate. Excludes inclusive and exclusive taxes and fees, manual room adjustments and add-ons included in rate plan packages as long as add-ons are setup properly in the PMS. |
| Total Fees (Converted) | Total of all fees, inclusive and exclusive, and any fee adjustments converted using exchange rate. This value does not include cancellation or no show fees. |
| Total Other Revenue (Converted) | Total of other revenue not categorized as room revenue excluding inclusive and exclusive taxes and fees converted using exchange rate. This includes items and services, add-ons, cancellation fees, adjustments. |
| Total Revenue (Converted) | Sum of total room revenue and total other revenue converted using exchange rate. This includes items and services, add-ons, cancellation fees, adjustments. Excludes inclusive or exclusive taxes and fees. |
| Total Room Revenue (Converted) | Calculated as Total Room Rate plus Other Room Revenue plus Room Revenue Adjustments convereted using exchange rate. This includes room rate, manual room revenue, no-show fees, manual room revenue adjustments. Excludes inclusive or exclusive taxes and fees, and cancellation fees. *Follows USALI standards |
| Total Room Revenue Adjustments (Converted) | Total of room revenue adjustments including manual room revenue adjustments converted using exchange rate. Excludes inclusive and exclusive taxes and fees adjustments. |
| Total Taxes (Converted) | Total of all taxes, inclusive and exclusive, and any tax adjustments converted using exchange rate. |
Finance
| Cloudbeds Data Field | Description |
| Conversion Rate | The conversion rate that was used in the Converted Currency CDFs based on the currency specified in the report settings. |
| Original Currency | The type of money used to complete the transaction at the time it was made represented by a currency code (e.g., EUR for Euro). |
| Other Revenue | The total of revenue from items and services, custom items (POS), add-ons and adjustments for each excluding inclusive and exclusive taxes and fees. |
| Other Revenue Adjustments | The total of adjustments for revenue from items and services, custom items (POS), add-ons and adjustments for each excluding inclusive and exclusive taxes and fees. |
| Other Room Revenue | Total of all other revenue associate with the room posted by the user. This value includes no show fees and is part of Total Room Revenue. Excludes inclusive and exclusive taxes and fees. |
| Room Rate | Total of all Room Rate transactions posted automatically for reservations per stay date. Excludes inclusive and exclusive taxes and fees, manual room adjustments and add-ons included in rate plan packages as long as add-ons are setup properly in the PMS. |
| Total Fees | Total of all fees, inclusive and exclusive, and any fee adjustments. This value does not include cancellation or no show fees. |
| Total Miscellaneous Income | Total of miscellaneous income including cancelation fees and their adjustments. |
| Total Other Revenue | Total of other revenue not categorized as room revenue excluding inclusive and exclusive taxes and fees. This includes items and services, add-ons, cancellation fees, adjustments. |
| Total Revenue | Sum of total room revenue and total other revenue. This includes items and services, add-ons, cancellation fees, adjustments. Excludes inclusive or exclusive taxes and fees. |
| Total Room Revenue | Calculated as Total Room Rate plus Other Room Revenue plus Room Revenue Adjustments. This includes room rate, manual room revenue, no-show fees, manual room revenue adjustments. Excludes inclusive or exclusive taxes and fees, and cancellation fees. *Follows USALI standards. |
| Total Room Revenue Adjustments | Total of room revenue adjustments including manual room revenue adjustments. Excludes inclusive and exclusive taxes and fees adjustments. |
| Total Taxes | Total of all taxes, inclusive and exclusive, and any tax adjustments. |
Occupancy
| Cloudbeds Data Field | Description |
| Adjusted Occupancy | Percentage of rooms sold divided by total rooms available. For properties with split inventory, Total Rooms Available includes physical rooms only. Blocked rooms and out of service rooms are removed from Total Rooms Available. |
| Allotment Blocked Rooms | Total number of rooms marked as Allotment Blocked. For properties with split inventory this will count physical rooms only by using the virtual to physical linked relationships defined in the PMS. |
| Blocked Rooms | Total number of rooms marked as Blocked. For properties with split inventory this will count physical rooms only by using the virtual to physical linked relationships defined in the PMS. |
| Capacity | Total number of rooms ("keys") that are available for sale at the property. No rooms are removed from this number unless they no longer physically exist at the property. For properties with split inventory this will count physical rooms only. |
| Occupancy | Percentage of rooms sold divided by total rooms available. For properties with split inventory, Total Rooms Available and Rooms sold includes physical rooms only. Blocked rooms and out of service rooms are included in Total Rooms Available. *Complies with USALI standards. |
| Out of Service Rooms | Total number of rooms marked as Out of Service. For properties with split inventory this will count physical rooms only by using the virtual to physical linked relationships defined in the PMS. |
| Rooms Available | Total number of rooms that are available for sale for a specific stay date. Sold, Blocked and out of service rooms are included in Rooms Available. For properties with split inventory this will count physical rooms only by using the virtual to physical linked relationships specified in the PMS. |
| Rooms Sold | Total number of rooms sold or booked from transient, groups or contract for a specific stay date. "No Shows" are not included in this number. For properties with split inventory this will count physical rooms only by using the virtual to physical linked relationships specified in the PMS. |
Property
| Cloudbeds Data Field | Description |
| Accommodation Kind | Indicates if the room is 'Physical' or 'Virtual' for properties using split inventory. |
| Organization ID | A unique identifier assigned to the organization for tracking. |
| Property ID | A unique identifier assigned to the property for tracking. |
| Property Name | The name of the property. |
| Room ID | Unique identifier for the room. |
| Room Number | The number or name that identifies the room(s) associated with the reservation. |
| Room Type | Name given to a group of rooms that share common physical characteristics and pricing. |
| Room Type Category | Shows if the room booked was either a private room or a shared room type. |
| Room Type ID | The database ID associated with a room type. Useful for merging data from other systems. |
To learn more about the Cloudbeds Data Fields of our different datasets, go here: Cloudbeds Insights - Report Types & Cloudbeds Data Fields.
Occupancy behavior in Split Inventory setups
For properties using the Split Inventory feature, occupancy reporting follows the USALI-based logic and includes only physical rooms in calculations. However, due to the flexibility of virtual room configurations, special rules apply.
To understand how these rules work, including how occupancy, ADR, and RevPAR are calculated in tiered and non-tiered setups, check the following article: How do Occupancy Metrics work with Split Inventory.
Custom calculations
If you are a Cloudbeds Insight customer and want to use the previous (legacy) formulas, you can build your reports using customized calculations like "ADR legacy" for example.
Legacy formulas were typically just removing Blocked and OOS rooms from the Rooms Available and the ADR used Room Rate instead of Room Revenue in parts of the PMS and Classic Reports.
Click here to learn how to create Formulated CDFs.
Expected Behaviour
- Most of the reports are grouped by Stay Date.
- Most reports allow users to filter by date range, Room type, Reservation Source, and Reservation Source Category, but not all reports.
- CDFs for Blocks, and Out of Service blocks have been added to enhance the report's functionality.
- When adding a new accommodation, the capacity will apply from the following day onward unless a reservation is assigned to that room type. In that case, the capacity will match the number of reservations.
Learn more about how to access and use reports here.
FAQ
How is Occupancy calculated?
Occupancy measures hotel performance based on the number of rooms sold compared to the total available rooms. It follows USALI standards and is calculated as follows:
Formula: Occupancy Rate (%) = (Rooms Sold / Total Rooms Available) × 100
Key Points:
- Only physical rooms are counted (not virtual rooms).
- Blocked and out-of-service rooms are included in the Total Rooms Available.
This approach ensures a standardized method for calculating occupancy across the industry.
For properties with split inventory, Total Rooms Available and Rooms Sold include physical rooms only.
Which parts of Cloudbeds now use this logic?
The updated Occupancy logic is consistently applied across the following parts of Cloudbeds:
Calendar
The Calendar gives you a convenient, visual way to manage your property. From there, you can check the occupancy percentage to forecast and track real-time availability.
Key Point:
- Blocked and Out of Service rooms remain included in Total Rooms Available (inventory) but are not counted as rooms sold when calculating occupancy.
Dashboard
The Dashboard makes operations easier by allowing you to have a quick summary of the current day, including an overview of the Occupancy and Forecast highlights metrics.
Key Points:
- Room Sold is not include held allotment blocks.
- Average Daily Rate (ADR) is calculated using Total Room Revenue instead of Room Rate.
- Revenue is Total Room Revenue, including Room Rate, Additional Room Revenue (manual and no-show), and Room Revenue Adjustments.
PIE (Price Intelligence Engine)
The Price Intelligence Engine (PIE) feature effortlessly gathers and displays market data in real-time, serving as a Revenue Management System (RMS).
Key Points:
- Blocked and Out of Service rooms remain included in Total Rooms Available (inventory) but are not counted as rooms sold when calculating occupancy.
- Average Daily Rate (ADR) is calculated using Total Room Revenue instead of Room Rate, which includes Room Rate, Additional Room Revenue (manual and no-show), and Room Revenue Adjustments.
- Capacity, Rooms Available, and Rooms Sold only include physical rooms, as virtual rooms are excluded.
Overview tab
Rate Manager tab
Rate Shopper tab
Groups
The Group feature is a powerful tool that enables hoteliers to enhance their capabilities for managing Group and Contracted Corporate business. This functionality organizes related reservations under Group Profiles. Each Group Profile page includes a header summarizing important information about the respective group.
Key Points:
- Revenue is Total Room Revenue, including Room Rate, Additional Room Revenue (manual and no-show), and Room Revenue Adjustments.
- Average Daily Rate (ADR) is calculated using Total Room Revenue instead of Room Rate.
- Blocked and Out of Service rooms are not removed from the Night Available calculations.
Are definite allotment blocks included in the new occupancy calculation?
No, definite allotment blocks are not considered in the new occupancy calculation. The calculation includes only rooms sold that have reservations, and the rooms available count does not exclude allotment blocks, blocks, or out-of-service rooms.
Comments
How the "Total Room Revenue" is defined?
Hello, Linxin Fang,
We have created a new ticket for you so that our Support Team can take a closer look at your inquiry and assist you as soon as possible.
Regards!
It seems like we lost the pace line in the Occupancy Report when comparing YoY. That was a very useful tool. How can we get a graph view of the pace?
Hello, Robert de Speville,
Our Support Team will review your inquiry and provide dedicated assistance as soon as possible.
Thank you!
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