The Group Rooms Control Report provides a comprehensive, grid-like overview of your group allotments. This report is essential for properties using Groups and Events, offering a clear visual of room blocks, pickup progress, and remaining inventory over a specific period.
Availability: This report is located under the Daily Activity section and is available for all properties with the Groups feature enabled.
How to Access the Report
- Open the Main Menu
- Go to Reporting.
- Select Daily Activity Reports.
- Click on Group Rooms Control.
Filtering Options
Use the following filters to refine the data displayed in the grid:
- Date Range: Select from Next 14, 30, 60, or 90 Days, or choose Custom to define your own range. The timeframe you select determines the dates and data displayed in both the summary totals and the individual date columns within the grid.
- Allotment Block Name: Search all or select specific groups.
- Allotment Block Status: Filter by the status of the block (e.g., Definite, Tentative, Lead, or Canceled).
- Allotment Block Type: Filter by Block (fixed number of rooms) or Based on Availability.
- Group by: Organize the report by Allotment Block Status, with the option to include or exclude Subtotals.
Understanding the Report Grid
The report is structured as a date-based grid. For every group allotment within the selected date range, the following metrics are displayed:
| Metric | Description |
|---|---|
| Rooms Sold | The number of rooms within the block that have been successfully booked (picked up). |
| Blocked | The total number of rooms held/allocated for the group. |
| Remaining | The number of rooms still available within the block (Blocked minus Sold). |
| Average Rate | The average daily rate (ADR) for the rooms sold in that specific block. |
| Revenue | The total room revenue generated by the sold rooms in the block. |
User Stories: How to Use This Report
1. Monitoring Group Pickup
A Sales Manager can use this report to see how quickly a group is filling their block. If the "Remaining" count is high as the arrival date approaches, the manager can contact the group organizer to release the rooms back to general inventory or encourage more bookings.
2. Revenue Forecasting
A Revenue Manager can filter the report by "Tentative" versus "Definite" statuses to forecast potential revenue. By looking at the "Average Rate" and "Revenue" columns, they can evaluate the financial impact of upcoming groups on the property’s overall performance.
Export Options
You can export the Group Rooms Control Report by clicking the three dots in the top right corner:
- PDF: Best for sharing a visual summary. Note: For reports with a large amount of data, the PDF will be split across multiple pages.
- CSV: Best for raw data analysis in external tools.
- Excel: Best for creating custom pivot tables or further financial modeling.
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