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Guests by Region Report

This article describes the Guests by Region Report, which shows where the property's guests come from based on the Region recorded on each Guest Profile, broken down by guest counts, reservation counts and rate revenue for a selected date range.

 

Overview

The Guests by Region Report groups guests by the Region recorded on their Guest Profile, then reports the number of guests, the number of reservations and the rate value associated with each Region for a chosen date range. It is typically run by marketing, revenue and property managers to understand the geographic mix of guests and to inform targeted campaigns and rate decisions.

Optional report settings let you compare results to the prior year, break revenue down by month, include or exclude long term reservations, and split the guest counts into Adults, Children and Infants.

✎ 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

  • Plan a marketing campaign - the marketing team runs the report for the last 12 months to identify the top Regions that drive bookings, then builds targeted promotions for those source markets.
  • Review year on year demand shifts - the revenue manager runs the report with Comparison to Last Year turned on to see which Regions are growing or declining as a share of bookings.
  • Validate guest data quality - the front office runs the report to check how many guests have a Region recorded and how many appear under "No Region", which highlights Guest Profiles that need cleanup.

Report Options

The report options below control the data set, the grouping and the optional totals shown on the report. Additional options are available by selecting More Options on the report panel.

Report Option Type Default Description
Date Date range Today The From and To dates that bound the report. Reservations are included based on the Date interpretation option below.
The Arrival Date is Between From and To Date Radio Selected Includes a reservation only if its Arrival Date falls inside the selected date range.
Any Part of Reservation Falls Between From and To Date Radio Not selected Includes a reservation if any night of its stay falls inside the selected date range.
Report By Dropdown By Region (Australia Only) Sets the geographic grouping used on the report. Options are By Country, By Region (Australia Only), By Group Country, By Nationality (India/UAE), By Country (India/UAE), By Region (USA).
Group By Dropdown Property Controls the secondary grouping applied within each Region. Options are Property, No Grouping, Booking Source, Day of the Week, Rate Type, Category, Market Segment.
Area Statistics Dropdown Ignore Selects which area or geographic statistic is included in the report output. Options are On, Off. Ignore.
Monthly Revenue Breakdown Checkbox On Adds a monthly revenue breakdown with a heat map visualisation alongside the Region totals.
Show HeatMap Checkbox On Applies the colour scaled heat map shading to the report figures so high and low values stand out at a glance.
Exclude Long Term Reservation Checkbox On Removes Long Term reservations from the totals. Useful when the property mixes short stay and long term business and you only want short stay activity.
Detailed Report Checkbox On Displays the detailed view of the report. Turn off to show a more condensed summary.
(Not available if 'Monthly Revenue Breakdown' is selected).
Include Children Checkbox On Counts Children in the guest totals.
(Not available if 'Monthly Revenue Breakdown' is selected).
Include Infant Checkbox On Counts Infants in the guest totals.
(Not available if 'Monthly Revenue Breakdown' is selected).
Show Combined Total for Adults, Children & Infant Checkbox On Displays a single combined total for all occupants rather than splitting Adults, Children and Infants on the output.
(Only available if 'Include Child' and 'Include Infant' is selected).
Comparison to Last Year Checkbox On Adds prior year figures next to the current period so you can compare year on year movement by Region.
(Not available if 'Monthly Revenue Breakdown' is selected).
Property Multi-select All properties Limits the report to the selected properties. Available on multi-property setups.

 

Guide

In the side menu of RMS, go to Reports > Management > Guests > Guests By Region.

  1. Select the Date Range.
  2. Select the Date option.
  3. Select the Report By option.
  4. Select the Group By option.
  5. Select the Area Statistics option.
    (Optional) Select More Options for additional report options.
  6. Select Build.
    Annotated screenshot of the Guest By Region report options in RMS showing the Date, Report By, Group By, and Area Statistics fields with the Build button highlighted
     

Column Headers

The columns below appear on the report output. The first column header ("Region", "State" or "Country") reflects the Report By selection. The Guest % header is a parent grouping that splits across the Adult %, Child % and Infant % sub-columns.

Column Description Source / Calculation
Region The geographic grouping for the row, derived from the Report By selection. Determined from the guest's Post Code on the Guest Profile, matched against the Post Code ranges configured under the Regions lookup table.
No. Of Guest Total number of guests recorded against the Region for the selected date range. Displayed with an occupant-type suffix (e.g. "4A" indicates 4 Adults). Count of guests on reservations meeting the date filter. Adults always counted; Children and Infants counted only when their Include Children / Include Infant checkboxes are on.
Guest Night Total guest-nights for the Region across the selected date range. Number of guests multiplied by the number of nights stayed within the date range, summed across the reservations counted in the Region.
Area Nights Total Area-nights occupied by reservations in the Region. Number of Areas (rooms, sites or apartments) multiplied by the number of nights occupied within the date range, summed across the reservations counted in the Region.
Adult % Percentage of guests in the Region who are Adults. Sits under the Guest % parent header on the report. Adult guest count for the Region divided by the Region's total guest count.
Child % Percentage of guests in the Region who are Children. Sits under the Guest % parent header on the report. Child guest count for the Region divided by the Region's total guest count. Blank when Include Children is off.
Infant % Percentage of guests in the Region who are Infants. Sits under the Guest % parent header on the report. Infant guest count for the Region divided by the Region's total guest count. Blank when Include Infant is off.
No. Of Res Total number of reservations associated with guests in the Region. Count of reservations meeting the date filter, with Long Term reservations excluded when Exclude Long Term Reservation is on.
Reservation % Percentage share of reservations for the Region against the report total. Region reservation count divided by the report's total reservation count.
Rate Total rate value associated with reservations in the Region. Sum of the reservation rate values for the Region for reservations included by the date filter and the Exclude Long Term Reservation setting.
Rate % Percentage share of rate revenue for the Region against the report total. Region rate total divided by the report's total rate value.

Each Region group also shows a Total row that sums the numeric columns, and a Unique Total row that reports the de-duplicated Rate value across the group.

 

Data Sources & Calculations

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

Region Assignment

Guests are grouped into a Region by matching the Post Code on the Guest Profile against the Post Code ranges configured for each Region in the Regions lookup table. A guest whose Post Code falls outside every configured range is grouped under "No Region" on the report. Guests with no Post Code at all are also reported under "No Region".

Date Filter Behaviour

The two radio options under the date range control which reservations are included:

  • The Arrival Date is Between From and To Date - a reservation is included only when its Arrival Date is on or between the selected From and To dates.
  • Any Part of Reservation Falls Between From and To Date - a reservation is included when any night of its stay falls inside the From and To dates. This is the wider net and will pick up stays that started before the From date or that finish after the To date.
★ Tip: Regions must be set up in the Lookup Tables and a Region must be recorded on each Guest Profile (directly or via a matching Post Code range) for guests to appear under a Region on this report. Guests with no Post Code, or a Post Code outside every configured range, will appear under "No Region".

 

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