| Purpose | Understand the occupancy reporting options in Cloudbeds and choose a report suited to the information you need. |
| Best for | Front Desk, Night Audit, Managers/General Managers, and Owners. |
| Use this when | You need to review occupancy, compare room performance, monitor booking pace, or decide which occupancy report to open. |
| Requirements | Access to the relevant reports based on your role privileges. Cloudbeds Insights is required to create or customize reports with Builder. |
| Expected result | Identify a suitable occupancy report and understand the key figures and reporting differences before analyzing the results. |
| Limitations | Report fields and filters vary by report. This overview is not the instructions for the individual report named Occupancy Report. |
Introduction
Occupancy reporting helps you understand how much of your property is booked, how room usage changes over time, and how occupancy relates to revenue. Cloudbeds provides several reports for reviewing these questions, including room-type performance, forecasted occupancy, and booking pace.
Looking for the report named Occupancy Report? That is a specific report in the Cloudbeds PMS. For its access steps, filters, graph, and year-over-year comparison, use the Occupancy Report guide. This article instead helps you understand and choose among broader occupancy reporting options.
Reporting offers ready-to-use reports. Cloudbeds Insights adds Builder functionality for creating or customizing reports. The next sections explain which reports can answer common questions and where to find more detailed guidance.
Table of contents
- Who this affects and how
- Choose the right occupancy report
- Understand key occupancy metrics
- What to expect from occupancy reporting
- Additional capabilities with Cloudbeds Insights
- Frequently asked questions
Who this affects and how
Different teams use occupancy figures for different decisions. Start with the reporting task that matches your role.
| Role | What to know |
|---|---|
| Front Desk | Review the appropriate occupancy report when checking room usage or the number of guests expected for a date. |
| Night Audit | Use occupancy metrics to interpret rooms sold and available rooms alongside your nightly operational review. |
| Manager / GM | Use report comparisons and forecasts to monitor room performance, booking pace, and staffing or pricing considerations. |
| Owner | Review occupancy alongside ADR and RevPAR when assessing trends in overall property performance. |
Choose the right occupancy report
Several reports in the Cloudbeds PMS address different occupancy questions. The names below match the reports described in the current Reporting catalog. Select the report that corresponds to your goal; the available filters and fields depend on the report.
| Your question | Suggested report | What it shows |
|---|---|---|
| How does occupancy compare with a prior year? | Occupancy Report | The individual PMS report supports comparisons by year and by day, week, or month. |
| What is our overall occupancy and revenue performance? | Occupancy Statistics | Rooms sold, capacity, available rooms, ADR, RevPAR, and occupancy. |
| Which room types have the strongest occupancy? | Occupancy Statistics by Room Type | Room-type-level occupancy and revenue performance. |
| What do our historical and future bookings look like? | Occupancy History and Forecast | Rooms sold, capacity, remaining inventory, occupancy, and blocked rooms over the selected period. |
| How do current future bookings compare with historical pace? | Pace Report | On-the-books booking trends compared with historical data, supporting occupancy and revenue forecasting. |
| How many guests are expected? | Guest Count | Guest totals, including adults and children, for the report date. |
For the full inventory of available reports and their descriptions, see Cloudbeds Reports: Hotel Reporting for Operational, Financial, Revenue & Occupancy Analysis.
Using the Pace Report
The Pace Report helps you compare reservations already on the books with historical booking patterns to identify changes in future occupancy and revenue expectations. It excludes canceled and no-show reservations.
The report can use Period Comparison to compare selected ranges and Outline grouping to organize the results by time period. Those advanced controls are part of the broader report interface and may vary with the report or your available capabilities. For a complete description of report choices, see the reporting catalog linked above.
Understand key occupancy metrics
Occupancy reports use related figures to describe how rooms are used and how effectively the property generates room revenue. The following definitions are a quick orientation, not a complete data-field dictionary.
| Metric | Meaning |
|---|---|
| Rooms Sold | The number of physical rooms sold for the stay date. No-shows are not counted as rooms sold. |
| Rooms Available | Physical rooms included in the availability base for the stay date. For standard occupancy, blocked and out-of-service rooms remain included. |
| Occupancy | Rooms Sold ÷ Rooms Available × 100, expressed as a percentage. |
| Adjusted Occupancy | A different Cloudbeds Data Field that removes blocked and out-of-service rooms from the availability denominator. |
| ADR (Average Daily Rate) | Total Room Revenue ÷ Rooms Sold. |
| RevPAR (Revenue Per Available Room) | Total Room Revenue ÷ Rooms Available. |
For exact calculation rules, revenue inclusions and exclusions, and examples, see Occupancy and Financial Reporting Calculations in Cloudbeds. For the complete data-field definitions, including the Occupancy dataset, see Cloudbeds Data Fields (CDFs): definitions and calculations.
What to expect from occupancy reporting
Understanding the date, room, and calculation basis helps you interpret occupancy results correctly, especially when comparing different reports or PMS screens.
- Stay dates and filters: Many occupancy reports organize results by stay date and offer date, room-type, or reservation-source filters. The exact options depend on the report.
- Blocked and out-of-service rooms: In the standard occupancy calculation, these rooms remain part of Rooms Available, even though they are not counted as Rooms Sold.
- Split Inventory: Physical rooms are used for occupancy capacity and rooms-sold calculations; virtual rooms do not add physical room capacity. For tiered and non-tiered setups, see How do Occupancy Metrics work with Split Inventory.
- Other PMS views: Occupancy-related figures can also appear in the Calendar, Dashboard, PIE, and Groups. For a breakdown of the standardized calculations across these locations, see Occupancy and Financial Reporting Calculations in Cloudbeds.
Additional capabilities with Cloudbeds Insights
Reporting includes pre-built, view-only reports. With Cloudbeds Insights, customers can use Builder to create or customize reports, including using relevant Cloudbeds Data Fields (CDFs) and formulated fields for alternate calculations.
For example, Adjusted Occupancy is an alternative metric that excludes blocked and out-of-service rooms from the available-room count. It should not be mistaken for standard Occupancy when comparing two reports.
For report customization and advanced formulas, see Cloudbeds Insights overview and How to create formulated Cloudbeds Data Fields (CDFs).
Frequently asked questions
Expand a question for a short clarification and a link to more specific instructions if needed.
Is Occupancy Report the same as occupancy reporting?
No. Occupancy Report is the name of one specific Cloudbeds PMS report, with its own filters and comparison views. Occupancy reporting describes the broader set of reports used to analyze occupancy, capacity, guest counts, and room performance. For the specific report, see Occupancy Report.
Are definite allotment blocks counted as Rooms Sold in standard occupancy?
Not by themselves. Standard occupancy counts rooms sold through reservations, rather than simply counting rooms held in definite allotment blocks as sold. Allotment-blocked rooms are not removed from the standard available-room count. Reports specifically designed for groups may use other definitions, so compare the metric and report before interpreting the result.
Why do occupancy percentages differ between reports or PMS screens?
Differences can result from date ranges, report filters, the inventory counted, or comparing Occupancy with Adjusted Occupancy. For a step-by-step comparison and troubleshooting scenarios, use Occupancy Discrepancies: Troubleshooting and FAQs.
Related articles
Once you know which occupancy report fits your question, review Reporting Overview and Navigation for help locating reports, understanding report access, and identifying the Reporting capabilities available to your role.
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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