Use Cases

• Daily occupancy snapshot - the duty manager runs the report at the start of shift with default options to see today's occupancy and revenue across all Categories.
• Period revenue analysis - the Revenue Manager runs the report for a month or season with Daily Breakdown on to compare occupancy and RevPAR day-by-day.
• Category mix comparison - Operations runs the report grouped by Category to compare utilisation across category types (e.g. Cabins vs Event Spaces vs Campground), where the Period column will switch between Days and Hours depending on Category type.

How to Access

In the side menu of RMS, go to Reports > Management > Statistics > Occupancy.

Column Headers

The columns below appear on the report output when Occupancy By is set to Category (the default). Other Occupancy By values produce a different column structure - see Column structure varies by Occupancy By below. Where a value depends on a property setting or report option combination, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.

Column structure varies by Occupancy By

The columns shown above are for the default Occupancy By = Category. Selecting a different Occupancy By value changes the report's column structure. The variants observed in RMS are summarised below.

Data Sources & Calculations

The following concepts each govern more than one column on the report.

Operational Revenue

The Occupancy Report uses Operational Revenue, not Financial Revenue. Operational Revenue distributes accommodation value across the dates of a reservation, which is the right shape for occupancy and yield reporting but does not match the Charges report or Night Audit.

Operational Revenue is sourced from any transaction on a reservation account whose General Ledger Account Code has 'Include in Accommodation Revenue for Reporting' enabled. This includes Category, Rate, Sundry Charge, Discount, Periodic Charge, and Repeat Charge transactions where the GL code carries that flag.

Key behaviours:

• Reservations with full Rate posted: Total Rate is divided evenly across the reservation's accommodation dates. Nightly Rate uses the per-night transactions as posted.
• Reservations with partial or no Rate posted: Operational Revenue is projected using the Quoted Rate. The reservation must have a valid Rate Type and be Unconfirmed, Confirmed, or Arrived (and not Long Term).
• Sundry Charges before Arrival: assigned to Operational Revenue on the Arrival Date.
• Sundry Charges after Departure: assigned to Operational Revenue on the Departure Date.
• Cancelled and No Show reservations: revenue applies to the Arrival Date and contributes to revenue totals only - not to occupancy or room-night counts.
• Quote reservations: excluded entirely.

• Group Master accounts: sundries on the Group Master are excluded; only individual reservation accounts contribute.

   

Available capacity

Avail is not simply Areas × Days. Three property settings change it:

1. Setup > Property Options > Property Information > Options > Include Areas with Maintenance Reservations as Available for Occupancy Calculations
   • Off (default): Areas with a Maintenance reservation are removed from Avail.
   • On: Maintenance areas remain in Avail, so the denominator is larger and Occ % is lower.
2. Setup > Property Options > Property Information > Options > Include rooms with Out of Order Reservations as Available for Occupancy - the Out of Order equivalent of the Maintenance setting above.
3. Setup > Property Options > Property Information > Options > Occupancy (Property Occupancy vs Category Occupancy) - affects how rules elsewhere in RMS (Dynamic Pricing, Restrictions, charts) interpret occupancy. The Occupancy Report itself always shows the Category breakdown; the property setting determines what the totals row treats as 100%.

For hour-based categories (e.g. Event Spaces), Avail is Areas × Operating Hours for the date range, not Areas × 24. Operating hours are configured on the Category.

Worked example. A property with 100 Total Areas, 50 Guest Occupied, and 10 with Maintenance reservations:

Used capacity

Used counts unit-periods consumed by reservations the report includes. The set of included reservations depends on the report options:

• Exclude Owner Stays - when on, Owner Stay reservations are removed from Used.
• Exclude Complimentary and House Use - when on, those reservation types are removed from Used.
• Cancelled / No Show / Quote reservations - never included in Used (their revenue may still appear; their nights do not).
• Maintenance reservations - never included in Used; they may appear in the Maint column and may or may not be in Avail (see Available capacity).

Occupants

Three report options reshape this column:

• Include Infant in Occupants Total - when off (default), infants are excluded from Occupants.
• Breakdown Adult/Child/Infants - splits Occupants into three sub-columns. Only available when Occupancy By is Category or No Group.
• Replace Occupants with Guest Nights - changes the column to Occupants × nights stayed. Same Occupancy By constraint.

Occupancy By Variants

Each of the nine Occupancy By options has a dedicated article that documents the columns and use cases for that specific layout. Use these to deep-dive on a single grouping without working through the full report.

• Occupancy Report - by Category
• Occupancy Report - by Rate Type
• Occupancy Report - by Booking Source
• Occupancy Report - by Person
• Occupancy Report - by Area
• Occupancy Report - by Company
• Occupancy Report - by No Group
• Occupancy Report - by Travel Agent
• Occupancy Report - by Loyalty Membership Type

Related Reports

• Occupancy & Revenue Comparison Report - compares occupancy and revenue across two date ranges.
• Marketing Report - targeted breakdown of Operational Revenue by booking source, market segment, and rate type.
• Pace Report - year-on-year comparison of reservations, nights sold, ADR, occupancy, and Operational Revenue.
• Projected Forecast Report - forward-looking occupancy and revenue projection.

Related Articles

• Operational Revenue - full reference for the revenue model used by this report.
• Occupancy Calculation Rule - Property Occupancy vs Category Occupancy property setting.
• Include Areas with Maintenance Reservations as Available for Occupancy Calculations - controls whether Maintenance reservations are removed from Avail.
• Additional Charge Labels - controls which sundry charges are 'Include in Occupancy Count'.