Reporting on occupancy

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Learn how to use the Occupancy report, including filtering the report, remembering filters, understanding columns, and exporting report results.

 

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Reports > Other Reports > Occupancy

What more do I need to use this feature?

• Admin or restricted permissions to View all Reports (or Occupancy) and Export Data.
• Day or night allocated items.Export occupancy reports
  
  

Which Checkfront version supports this feature - classic, new or both?

• The Occupancy report is available to those using items (Inventory > Items), a key feature of our classic version of Checkfront. 
• This integration is not yet supported with products (Inventory > Products), a key feature of our newest version of Checkfront. 

 

New to Checkfront - Products ✨ Products (Inventory > Products) is the successor feature to (Inventory > Items) and is available in our newest version of Checkfront. Not yet on our newest version and interested in upgrading? Please reach out to our Technical Support team for more information. Discover more product-related help articles here: Products (New).

 

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The Occupancy report is an averaging projection report which estimates performance based on availability. It provides a detailed monthly or yearly overview of your item availability, number of bookings, unbooked availability, average occupancy, and a few data points related to average revenue and actual revenue. All this on a per-item basis. We'll look at these data fields further down the page.

 

The Occupancy report retrieves data for items using the day or night allocation types only. Items with unlimited inventory or hourly allocations are not included in this report.

 

The Occupancy report does not track whether a booking has been paid and should not be used for accounting purposes. The revenue is averaged to create a projection over future dates and does not reflect collected amounts.  The report is most useful for looking at future dates rather than historical records, as it is based on currently accessible data (events and item configuration).

 

Learn more about your reporting options here: Getting Started with Reporting: A-Z Overview Getting Started with Reporting: FAQ

 

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The Occupancy report defaults to reporting on the current month and year.

To report on a previous year, select one from the Year dropdown menu.

 

You can also change the month you are reporting  on by selecting from the Month drop-down.

Reporting on All months is an option if you need to report on an entire year.

 

By default, all categories are visible when arriving at the report page.

You can select one or more categories to report on.

Quickly and easily find the category you want to filter by entering their name into the keyword Search... at the top of the drop-down.

Clear your search and filters by selecting the X icon next to your selections.

 

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You can configure your account to retain your filter selections within most reports and features so that you don't have to repeatedly select your preferred filters.

Learn more about your profile filter settings here: Managing your Admin, Staff or Partner account profile

 

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Your Occupancy report is divided into the following columns.

Column	Description	Additional Details
Item	This is the name of the item or product
Booked	This is the number of times the item was booked during the reporting period (month).	The total for all records listed is displayed in the report's footer.
Unbooked (availability)	This is the item allocation not booked during the reporting period (month).	The total for all records listed is displayed in the report's footer.
Closed	This is the item allocation not booked due to closure (unavailable for booking).	The total for all records listed is displayed in the report's footer.
Total	This is the total item allocation during the reporting period (month).	The total for all records listed is displayed in the report's footer.
Average Occupancy	This is the average (%) the item has been booked.	The total average occupancy for all the records listed is displayed in the report's footer.
Average Rates	This is the average price of the item, including any discounts that may have been used by paying guests.
Average Slot	This is the average dollar amount earned per unit available.	Revenue is divided by total allocation.
Average Per Day	This is the average dollar amount earned, per unit, daily during the reporting period (month).
Revenue	This is the revenue earned by the item for the reporting period (month).	The total of all records listed is displayed in the report's footer.

 

Sorting the report

Click on the top of any column to adjust the sort order of the report based on that column.

 

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You can Export your Occupancy report using the link in the top right corner,

 

From the Export modal, you can enter a name for the report and choose the output format.  

 

Save As

Allows you to specify the name of the export file. By default, the file name is the name of the report. You can edit the name of the file by placing focus on the Save as field and entering a different name.

 

Format

Export report to MS Excel (XLSX), CSV (Comma-separated Value), PDF (Portable Document Format) or XML (eXtensible Markup Language).

 

Save To

The report can be saved to your Computer, Email, or Google Drive.  

 

Emailed exports are sent as links to the files securely hosted in Google Cloud Storage.

 

Learn more about exporting to Google Drive here: Google Drive: Setup

 

Columns

Choose to export Visible columns or All columns. In the case of this report, all columns are always visible, so you get the same result with either option.

 

Max Rows

Choose to limit the maximum number of rows to export (Max Rows) or All Rows. 

 

Formatting

Use ISO Dates allows you to choose the format of dates within the export.

• When selected, you see the format YYYY-DD-MM, for example, 2020-06-09.
• When not selected, you see the format configured with the Date Format setting (Manage > Setup > Locale).