Reports: Occupancy Report

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Locate: Reports > Other Reports > Occupancy
Prerequisites:

• Admin permissions or restricted permissions to View all Reports (or Occupancy) and Export Data.
• Day or night allocated items or products.
• The Occupancy report is available to both those using items (Inventory > Items), a key feature of our classic version of Checkfront, and those using 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 contact 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/product 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/product basis. We'll look at each of these data fields in more detail further down the page.

 

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

 

The Occupancy report does not track whether a booking has actually 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/product configuration).

 

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

 

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If you want to view another year from your account history, then all you have to do is select one from the dropdown menu after clicking on the Year drop-down.  

 

You can also change the month that you would like to report on, by selecting the Month drop-down in the filtering options. Reporting on All months is an option if you need to report on an entire year!

 

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

You can click on multiple categories at once, to view those chosen categories within the report.

Quickly and easily find the category you want to filter for, 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 personal 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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The Occupancy report is divided up into a number of data columns. These are as follows:

 

Name of the item/product to which the line of data corresponds.

 

The number of times this item/product was booked during the reporting period (month). The total for all records listed is displayed in the footer of the report.

 

- Unbooked (availability)

Item/product allocation not booked during the reporting period (month). The total for all records listed is displayed in the footer of the report.

 

Item/product allocation not booked due to closure (unavailable for booking). The total for all records listed is displayed in the footer of the report.

 

Total item/product allocation during the reporting period (month). The total for all records listed is displayed in the footer of the report.

 

Individual and total percentage figures to show the average used allocation of the item/product. The total average occupancy for all the records listed is displayed in the footer of the report.

 

The average price of the item/product, including any discounts that may have been used by paying guests.

 

Average dollar amount earned per unit available. Revenue divided by total allocation.

 

Average dollar amount earned, per unit, on a daily basis during the reporting period (month).

 

Revenue earned by the item or product for the reporting period (month). The total of all records listed is displayed in the footer of 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 are able to 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 if needed by placing focus on the Save as field and entering the desired 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 as configured with the Date Format setting (Manage > Setup > Locale).