Occupancy Reports

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.

Main Highlights

  1. 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.
  2. Room-Type Level Occupancy Calculation: Occupancy can be assessed at a room-type level, offering more granular insights into how different types of rooms contribute to overall occupancy.
  3. 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.
  4. Additional CDFs for Enhanced Functionality: Cloudbeds Data Fields (CDFs) for Blocks, Courtesy Holds, and Out-of-Service blocks, enriching the report's functionality and the depth of insights it can provide.
  5. Compliance with USALI Standards: Room Revenue and Other Room Revenue follow USALI (Uniform System of Accounts for the Lodging Industry) standards. Occupancy calculations align with USALI standards, ensuring accuracy and industry consistency.

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.

    1. Open the Pace Report. To learn how to navigate and open reports, go here.
    2. Click Period Comparison
    3. By default, the Comparison will be set like this:
      • Select comparison: Advance
      • Select Data Field: Custom
      • Compare ranges by: Custom
    4. The Ranges are pre-set to show information from the current and previous years.
    5. 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.

    1. From the Outline , go to Group Rows and click on the Data field
    2. Select the desired grouping date option

Occupancy Cloudbeds Data Fields (CDF)

Cloudbeds Data Fields Description
ADR

The average daily rate (ADR) for all rooms sold.

Formula: [Total Room Revenue] / [Rooms Sold]

Adults The total number of adults associated with the room for a specific Stay Date.
Blocked Room The number of rooms that are marked as Blocked. Number of rooms marked as using Block Dates on the calendar for a specific Stay Date.
Capacity

The total number of rooms available for booking. The total number of rooms available in all Room Types for a specific Stay Date.

Children The total number of children associated with the room for a specific Stay Date.
Courtesy Hold

The total number of rooms with courtesy holds that have not yet been converted into reservations.

The number of rooms marked as Courtesy Hold for a specific Stay Date.

Occupancy

The percentage of Rooms Sold divided by Capacity. This occupancy calculation does not account for the Blocked Room count or Out of Service Room count.

Formula: [Rooms Sold] / [Capacity]

Other Room Revenue

Total of all Manual and No-show transactions posted manually by a user.

Formula: The sum of all manual [Room Revenue] transactions (1100) and [No Show] transactions (1200) minus the sum of all [Adjustment - Room Revenue] (1100A) and [Adjustment - No Show] transactions (1200A) regardless of reservation status.

  • This field includes pending and posted transactions but excludes cancellation fees & adjustments.
  • In addition, the Transaction Date Time will be used to attribute the amount to a specific Stay Date, even if the transaction occurred outside the reservation Stay Date range.
  •  
Out of Service Room Number of rooms marked as Out of Service for a specific Stay Date.
PMS Occupancy

The occupancy percentage displayed in Cloudbeds PMS user interface.

Formula: PMS Occupancy = Rooms Sold / (Capacity — Total Blocked Room Count — Total Out of Service Room Count] ) * 100

Property ID A unique identifier assigned to the property for tracking.
Property Name The name of the property.
Reservation Number The confirmation number that the Cloudbeds system automatically assigns to a reservation and that uniquely identifies a reservation. Sometimes referred to as Reservation ID.
RevPAR

The total room revenue earned per available room during the reporting period.

Formula: [Total Room Revenue] / [Capacity]

Room Guest Count

The total number of guests associated with the room for a specific Stay Date.

This field uses reservations with the statuses Confirmation Pending, Confirmed, In-House, and Checked Out.

This field should be zero for the reservations with the following statuses: No-show and Canceled.

Room Rate

The total of all Room Rate transactions is posted automatically to both transient and group reservations on a nightly basis, per stay date, per booked room.

This is a part of the Total Room Revenue.

Room Type

Room type, also known as Accommodation Type, is the name given to a group of rooms that have something in common, such as physical characteristics, and are sold at the same price. Examples are standard and Deluxe rooms.

Rooms Sold

The number of rooms sold or booked for a specific Stay Date.

This field uses reservations with the statuses Confirmation Pending, Confirmed, In-House, and Checked Out.

This field should be zero for the reservations with the following statuses: No-show and Canceled.

Stay Date

The calendar date being observed for analysis. In other words, the dates that the guest stays in the hotel.

For example, if a guest checks in on July 1st and checks out on July 3rd, their stay dates are July 1st and July 2nd.

Total Room Revenue

The sum of Room Rate and Other Room Revenue.

Formula: [Room Rate]+[Other Room Revenue]

 

Expected Behaviour

  • All reports are grouped by stay day.
  • All reports allow users to filter by Date Range, Room type, Reservation Source, and Reservation Category.
  • In addition to new occupancy reports, CDFs for Blocks, Courtesy Holds, 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.

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