Shared Inventory - Occupancy and Availability Calculation

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Shared inventory is a powerful tool for maximizing revenue and occupancy. Check below how the system calculates occupancy and availability in Cloudbeds PMS.

Availability Calculation

The total number of rooms used for calculating occupancy can vary based on how the rooms are linked using shared inventory. Instead of adding all the existing rooms together, the system only uses one of the rooms when calculating availability percentage on the calendar or in the reports, as these rooms are the same physical space but for sale in different layouts.

In the example below, you can see Room Type A and Room Type B (dorm):

  • Room Type A has 7 rooms
  • Room Type B has 3 rooms
  • Room A1 is linked to Shared Dorms B1, B2 and B3.

The screenshot below shows how the shared inventory was set up for this example:

Despite ten rooms being listed on the calendar (7A rooms + 3B rooms = 10), we don't have ten rooms and cannot use 10 rooms to calculate the occupancy.

  • If all of rooms in Type A rooms were booked, you cannot sell any rooms of Room Type B, therefore the maximum room quantity is 7.
  • If 1 of the rooms in Type B are booked, you cannot sell Room Type A(1). Therefore the maximum room quantity is 9 (6 A rooms and 3 B rooms).
  • If neither room types are occupied, the system will take a number of rooms from primary accommodation type. In this example, the system would use 7.

The calculations are taking into consideration that no reservations, blocks or holds exist.

  • The calculations are taking into consideration that no reservations, blocks or holds exist.
  • Primary accommodation in shared inventory should always be the real physical accommodation
Occupancy Calculation

Example 1

Room types:

  • 5 Room types: A(4 rooms), B(1 room), C(4 rooms), D(1 room), E (6 rooms)

Links:

  • A (primary) -> B (secondary)
  • D (primary) -> C (secondary)

Case 1: Reservation for A (primary)

  • A: 4 rooms
  • B: 0 rooms
  • C: 0 rooms
  • D: 1 room
  • E: 6 rooms

Occupancy = 1 / (4 + 1 + 6) = 9.09

Case 2: Reservation for B (secondary)

  • A: 0 rooms
  • B: 1 room
  • C: 0 rooms
  • D: 1 room
  • E: 6 rooms

Occupancy = 1 / (1 + 1 + 6) = 12.5

Case 3: No reservations

  • A: 4 rooms
  • B: 0 rooms
  • C: 0 rooms
  • D: 1 room
  • E: 6 rooms

Occupancy = 0 / (4 + 1 + 6) = 0

Example 2

In this example, you can see a reservation was made for room A1 which is linked to all three rooms in category B.

The system will consider the occupancy based on the 7 A rooms because only 7 total reservations will be possible.

Therefore, 7 rooms equals 100% availability and 1 room equals 14.29% of the availability. As one room is reserved, this becomes 14.29% occupancy, as is shown below:

If you have a reservation in category B, your property will have 9 rooms available to be booked in total for this date (6 remaining A rooms, 2 remaining B rooms and 1 booked B room).

9 rooms = 100% availability
1 room = 11.11% availability

As one room is booked, this becomes 11.11% occupancy as shown below:

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