This article describes the In House report, which lists the reservations that are in house on a selected date.
Overview
The In House Guest report lists every reservation that is in house on a selected date, or every reservation currently in Arrived status. Front office and reception teams run it as a daily arrivals and occupancy check: who is on site, which Area they are in, how many guests are in each Area, and when they leave.
The report has three layouts, selected under Report Type. Each returns a different set of columns for the same reservations, so choose the layout that matches the task rather than exporting the widest one every time.
Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
Use Cases
- Morning occupancy check - reception builds the report on today's date to confirm which Areas are occupied and how many adults, children and infants are on site.
- Departure planning - housekeeping sorts by Depart to see which Areas are due to turn over and how many nights each guest has stayed.
- Finding an unallocated Area - front office uses the In House Include Vacant Area layout to see occupied and vacant Areas side by side, with the next booking on each vacant Area.
- Company and travel agent enquiries - the In House Detailed layout shows the Company, Travel Agent, Wholesaler, Rate Type and Tariff behind each in-house reservation.
How to Access
In the side menu of RMS, go to Reports > Daily > In House.
Please Note! The sidebar menu item is named In House, but the built report is headed In House Guest. The In House Detailed layout is headed Client In House Detail and the In House Include Vacant Area layout is headed In House Including Vacant Area.
Report Options
The report options below control which reservations are returned, how they are grouped and sorted, and which layout is built. Additional options are available by selecting More Options on the report panel.
Tip! Report build screens default to a common use configuration, and selections can be made as required.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Reservation In House On | Radio and date | Selected, Today | Returns reservations whose stay covers the selected date. |
| Arrived Reservation Status Only | Radio | Not selected | Returns reservations in Arrived status at the time the report is built, ignoring the date. |
| Group By | Dropdown | No Grouping |
Groups the output. Options:
|
| Sort By | Dropdown | Guest Name |
Sorts rows within each group. Options:
|
| Property | Multi-select | All Selected | Limits the report to the selected Properties. Multi-property databases only. |
| Category | Multi-select | All Selected | Limits the report to the selected Categories. |
| Report Type | Radio | In House |
Sets the output layout. Options:
|
| Show Category & Voucher No | Checkbox | Off | Adds the Category and Voucher No. Applies to the In House layout. |
| Replace Nationality, Company, Travel Agent, Wholesaler, Billing Fields with Reservation Notes | Checkbox | Off | Swaps those five fields for the Reservation Notes. Applies to the In House Detailed layout. |
| Replace Guest Status with Meal Plan | Checkbox | Off | Swaps the Guest Status field for the Meal Plan. Applies to the In House Detailed layout. |
| Include PABX EXT | Checkbox | Off | Adds the PABX extension for each Area. |
| Show Guest Mobile No | Checkbox | Off | Adds the guest's mobile number. |
| Show Only Primary Guest | Checkbox | Off | Returns one row per reservation for the primary guest, instead of one row per guest. |
| Type Of Reservation | Dropdown | Both |
Limits the report by reservation type. Options:
|
Tip! The report options selected are printed in the header of the built report, so a saved or emailed copy always records how it was produced.
Column Headers
The columns returned depend on the Report Type selected. Where a value depends on a report option or is derived rather than stored, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.
In House
The default layout returns eleven columns.
| Column | Description | Source / Calculation |
|---|---|---|
| Res No | The reservation number. | Reservation |
| Guest Name | The given name and surname on the Guest Profile. | Guest Profile |
| Loyalty Membership Type | The Loyalty Membership Type held by the guest, where one applies. | Guest Profile |
| Group Name | The group the reservation belongs to, where one applies. | Reservation |
| Acc No | The account number the reservation is billed to. | Reservation Account |
| Area | The Area allocated to the reservation. | Reservation |
| People | The guest count for the reservation, shown as a compact code. | Reservation |
| Arrive | The arrival date. | Reservation |
| Depart | The departure date. | Reservation |
| Total Nights | The number of nights in the stay. | Depart minus Arrive |
| Primary Guest | Yes or No, indicating whether the row is the primary guest on the reservation. | Reservation |
In House Detailed
Selecting In House Detailed replaces Group Name, Acc No and Total Nights with the commercial detail behind each reservation. This layout returns sixteen columns: Res No, Guest Name, Loyalty Membership Type, Area, People, Arrive, Depart and Primary Guest carry the same meaning as above, plus the following.
| Column | Description | Source / Calculation |
|---|---|---|
| Nationality | The nationality recorded on the Guest Profile. | Guest Profile |
| Company | The Company on the reservation. | Reservation |
| Travel Agent | The Travel Agent on the reservation. | Reservation |
| Wholesaler | The Wholesaler on the reservation. | Reservation |
| Billing | The Bill To selected on the Reservation Account. | Reservation Account |
| Guest Status | The Guest Status on the Guest Profile. | Guest Profile |
| Rate Type | The Rate Type on the reservation. | Reservation |
| Tariff | The nightly tariff on the reservation. | Reservation |
This layout ends with a Summary block giving Total Area, Total Guest, Total Res From Travel Agent and Total Res From Company.
In House Include Vacant Area
Selecting In House Include Vacant Area lists every Area in the selected Categories, including Areas with no reservation on the selected date. It returns fourteen columns: Res No, Guest Name, Loyalty Membership Type, Area, People, Arrive, Depart, Company, Travel Agent, Rate Type and Primary Guest carry the same meaning as above, plus the following.
| Column | Description | Source / Calculation |
|---|---|---|
| Area Type | The Category the Area belongs to. | Category |
| Nightly Rate | The nightly rate on the reservation. | Reservation |
| Next Booking | The next reservation due into the Area. | Reservation |
Rows for vacant Areas show the Area Type and Area only, with the reservation columns left blank.
Data Sources & Calculations
People code
The People column is a compact guest count rather than a single number. Each guest type is shown as a count followed by its initial, so 2A 1C means two adults and one child. Guest types that are zero are omitted, so a reservation for two adults shows as 2A.
The grand total at the foot of the In House layout expands the same figures into separate Area, Adult, Child and Infant totals.
Primary Guest column
The report returns one row per guest, not one row per reservation. A reservation with two named guests appears twice, with the same Res No, Area, Arrive and Depart on both rows. The Primary Guest column shows Yes on the primary guest's row and No on the others.
Select Show Only Primary Guest under More Options to return a single row per reservation.
Please Note! Because the default output has one row per guest, a row count is not a reservation count. Use the Area figure in the grand total, or select Show Only Primary Guest, when you need the number of reservations.
Total Nights
Total Nights is the number of nights between the Arrive and Depart dates on the reservation, not the number of nights elapsed so far. A reservation arriving 5 August and departing 31 August shows 26 nights on every date it appears in the report.
Tip! Additional Charge Labels that have been selected to 'Include in Occupancy Count' will appear on the In House Guest report.
Tip! Use Scheduled Reports to automate delivery of the In House Guest report. Select Schedule on the report panel to set the schedule name, start date, time, time zone, recurrence and export format.
Related Reports
- In House Guest Balance report - a separate report at Reports > Accounting that lists in-house guests with their account balances. Use that report for outstanding balances; use this one for occupancy and stay detail.
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