An Introduction to the Availability Chart

Information

The Availability Chart provides a complete overview of property inventory for the selected date range.

Availability includes both the physical area count and category availability for the viewed dates, with options to also display the rate or average daily rate (ADR).

Category availability reflects any Category Overbooking, Oversell Allotments, Group Allotments, and Travel Agent Allotments based on the selected view.

An availability breakdown is displayed at the bottom of the Availability Chart, summarising accommodation inventory booked, day-use inventory booked, areas on maintenance, remaining available inventory, current occupancy percentage, and total guest count.

The occupancy percentage is determined by the Occupancy Calculation Rule configured on the property, which can base calculations on either individual category occupancy or total property occupancy.

The Occupancy Calculation Rule also includes an option to define whether maintenance reservations contribute to the calculation of occupied areas for reporting purposes. A maintenance reservation will always deduct from the actual available inventory when determining whether a reservation can be created in the category.

Reservations can be created directly from the Availability Chart for the selected dates, with an option to open the Quick Quote screen.

Key Features

The following key features are available on the Availability Chart:

• Dynamic overview of property inventory.
• Availability breakdown, including a summary of inventory booked, available, and occupancy.
• Options to show special events, rates, and average daily rate (ADR).
• Create reservations or quote reservations from the availability view.

User Guide

Go to Charts > Availability Chart.

Users with access to multiple Properties on their Security Profile will be shown 'Initialization Options' to make a Property selection before the Availability Chart is loaded.

 

View Options

Go to Charts > Availability Chart.

1. The 'Property' filter can be used to change which property is displayed.
2. The 'Availability Option' will determine which inventory is displayed and can be changed between 'Full Availability' or 'House Available'.
   'Full Availability' will include any and all allotments in the displayed inventory, and 'House Available' will only show inventory that is not allocated to an allotment and is available to the property without restriction.
3. The 'Stats' filter can be used to limit viewed inventory to only include inventory based on the Area Statistics setting.
4. The preset 'Days' buttons can be used to change how many dates are displayed in a single view.
5. The 'Category Class' filter can be used to limit displayed categories to the selected Category Classifications and will show when active.
6. The 'Data Window' icon will toggle the display of the pop-up data window when hovering over a category or date and will show when active.
7. The 'Attributes' filter can be used to limit the displayed categories based on property, category, or area attributes and will show when actively filtered.
8. Select a date using the 'Calendar' icon or scroll the viewed date range using the arrow icons.
   
   
   
    
9. The 'Options' icon includes additional view options to change the information displayed on the Availability Chart and will be individual to the current User.

Chart Options

1. The number of days displayed.
2. The number of Categories displayed.
3. Width of the Category name column to accommodate longer or shorter descriptions.
4. The Special Events row will display at the top of the Availability Chart and show any existing Special Events at the property, with the ability to add, edit, or delete a Special Event.
5. The 'Show Rate' option will change each category row to be expandable to display the available rate types and rate amounts for that category.
6. The 'Show Cell Breakdown' option changes the Availability Chart to include a count of quote reservations, unconfirmed reservations, confirmed reservations, and available inventory per date.
7. The 'Show ADR' option will add a new row to the availability breakdown that displays the average daily rate for all reservations across the property per day. Only Rate Types setup as the Best Available Rate will be included in the calculation.

Availability Breakdown

The Availability Breakdown is displayed at the bottom of the Availability Chart and provides a summary of key information for the selected dates.

The 'Booked', 'Day Use', and 'Maintenance' rows show the number of reservations for accommodation, day use categories, and maintenance for each date.

The 'Available' row shows the total available inventory for each date and reflects any allotments, category overbooking, and oversell allotments based on the selected view of 'Full Availability' or 'House Available'. The total available value is the sum of all displayed available inventory for that date according to the selected options and filters.

The 'Occupancy' row shows the occupancy percentage for each date, calculated using the Occupancy Calculation Rule configured on the property.

When enabled in the Availability Chart Options, the 'Average Daily Rate' row displays a calculated average rate per date based on existing reservations. Only Rate Types set up as the Best Available Rate are included in this calculation.

The 'Pax' row shows the total number of guests on all accommodation reservations and/or the total pax on event reservations.

Viewing Availability

The Availability Chart uses category availability and will display inventory differently depending on the category setup, use of allotments, the selected view, and whether overbooking is enabled.

Category availability uses the total inventory in a category to determine how many reservations can be created for the selected date. Area availability represents the physical vacancy of individual areas and can be viewed on the Booking Chart.

The 'Full Availability' view shows the maximum inventory capacity, including any Oversell Allotments, minus existing reservations and maintenance reservations. 'Full Availability' also includes inventory from any guaranteed allotments.

'House Available' deducts any guaranteed allotments from 'Full Availability' to show only the capacity available without restriction. As guaranteed allotments are released, the 'House Available' figures may increase without any change to 'Full Availability'.

Book by Category and connected online channels, including the RMS Internet Booking Engine, use category availability.

When an Oversell Allotment is configured for a category, the oversell allotment value will display on both the Availability Chart and the Rate Manager. This allows you to see the additional inventory allocated through oversell allotments directly within the chart view.

Quick Reference Guide