This article describes the Daily Reservations Activity report, which lists each reservation made or cancelled on a selected date with its guest, booking source, category and base rate details.
Overview
The Daily Reservations Activity report provides a one-page summary of reservation activity for a single selected date. It lists each reservation that was made or cancelled on that date, with key booking, Guest, Company and reservation details on a single line per reservation.
The report is grouped (by default by Reservation Status) and includes a Sub Total per group and a Grand Total at the foot of the report, showing total nights and total base rate.
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
Properties typically run the Daily Reservations Activity report once a day: for Yesterday at the start of the day, or for Today at the end of the day. Use the report when you need to:
-
See a day's reservation movement at a glance
Identify which reservations were made or cancelled on the selected date, without needing to open each one. -
Brief operational teams
Provide a printable single-page view of new bookings ahead of a daily handover, housekeeping briefing or revenue meeting. -
Identify repeat guests
The "Has Guest Stayed Before Y/N" column highlights returning guests so service teams can prepare accordingly. -
Understand new booking sources
Review the contact, organisation and "How Heard of Us?" details for each new reservation to see where business is coming from. -
Confirm category mix and revenue
See Category, No of Nights, Area Rate and Total Base Rate per reservation, with a Sub Total per group and a Grand Total.
If you need a wider view of reservation production over time, use the Reservation Production Report or the Reservation Made/Modified Report. For cancellations specifically, use the Cancellation List Report.
Prerequisites
- Access to the Reports module in RMS.
- A Security Profile that includes access to the Daily Reservations Activity report. If the report is not visible in your menu, ask a System Administrator to check your Security Profile. See Security Profile access options reference.
- Reservations made or cancelled on the selected date. If no activity falls on that date, the report builds with an empty body and a Grand Total of zero.
How to Access
In the side menu of RMS, go to Reports > Daily > Daily Reservations Activity.
Report Options
The report options below control the date, the reservations included and how the report is grouped. This report has no More Options panel.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Reservation Made or Cancelled On | Single date | Today | The date the reservation was made or cancelled. Choose Yesterday, Today, Tomorrow or Custom Date. |
| Filter By Arrival Date | Checkbox | Off | When ticked, enables an arrival date range so only reservations arriving within that range are included. The range defaults to Today. |
| Property | Multi-select dropdown | All Selected | Limits the report to selected Properties. Shown on multi-property databases only. |
| Category | Multi-select dropdown | All Selected | Limits the report to reservations in the selected Categories. |
| Group By | Dropdown | Reservation Status |
Controls how reservations are grouped on the report. Options:
|
The Schedule button on the Report Options panel opens the report scheduler, so the report can be emailed automatically as a PDF or CSV. See Scheduled Reports.
Tip! Select the favourite icon to mark this Report as a Favourite Report for quick access via the Favourite Reports Menu.
Column Headers
The columns below appear on the report output, in the order shown from left to right. Columns are grouped on the report under four group headers: Booking Source, Guest Company, Guest and Reservation. Where a value depends on how the reservation was made or how the report is grouped, the Source / Calculation column points to the relevant concept under Data Sources & Calculations. The Guest Name, Category, Arrive Date, Area Rate and Total Base Rate headings follow your property's System Labels, so they change if those labels are customised.
| Column | Description | Source / Calculation |
|---|---|---|
| B/C | First column on the report, outside the four group headers. Shows the reservation's status code from the legend, but only when Group By is No Grouping (Sorted by Arrival date). Under the other Group By options the column is blank because the status code appears in the group header instead. | Reservation Status, shown as the legend code. Always filled in the CSV export. See Grouping and totals. |
| Contact Name | Booking Source group, under the sub-header If Not Booked By Guest. The Contact recorded on the reservation, with the contact's business-hours phone number on a second line. | Contact linked to the reservation. See Booking Source columns. |
| Organization | Booking Source group, under the sub-header If Not Booked By Guest. The Travel Agent recorded on the reservation. | Travel Agent on the reservation. See Booking Source columns. |
| How Heard of Us? | Booking Source group, under the sub-header If Booked By Guest. The Booking Source recorded on the reservation. | Booking Source on the reservation, from the Booking Source Lookup Table. |
| Company | Guest Company group, under the sub-header Only if guest is in town on business. The Company linked to the primary guest's Guest Profile. | The Company on the Guest Profile, not the Company field on the reservation. |
| Guest Name | Guest group. The primary guest's surname, given name and title, with the guest's business-hours phone number on a second line. | The Guest Profile set as the primary guest on the reservation. |
| Has Guest Stayed Before Y/N | Guest group. Y when the primary guest has an earlier reservation in RMS that is not Cancelled or No Show, otherwise N. A completed stay is not required. | Count of the guest's reservations, excluding Cancelled and No Show. See Has Guest Stayed Before Y/N. |
| Category | Reservation group. The short description of the Category booked, for example Lake Cabin. | Category on the reservation. |
| Arrive Date | Reservation group. The reservation arrival date. | Arrive date on the reservation. |
| No of Nights | Reservation group. Total number of nights for the reservation. | Depart Date minus Arrive Date in days. A same-day reservation counts as 1 night. Summed in the Sub Total and Grand Total rows. |
| Area Rate | Reservation group. The average nightly rate for the reservation. The heading uses your property's Area label, so it can read Room Rate or Site Rate. | Total Base Rate divided by No of Nights. See Area Rate and Total Base Rate. |
| Total Base Rate | Reservation group. The reservation's Base Rate total plus any Package amount, for the whole stay. | Base Rate total plus Package amount on the reservation. Summed in the Sub Total and Grand Total rows. See Area Rate and Total Base Rate. |
| Res No | Reservation group. The RMS reservation number. | Reservation number. |
Data Sources & Calculations
The following concepts govern more than one column or row on the Daily Reservations Activity report.
Date logic
The Reservation Made or Cancelled On date selects the reservations on the report. A reservation appears when its Date Made is the selected date, or when its Cancelled Date is the selected date. A reservation that was only modified on that date is not included. The report is for one date at a time. The built report shows the date in its header as For Date: 17 Sep 2026.
Group Master reservations, Maintenance reservations and cancelled Pencil reservations are never listed.
Filter By Arrival Date is a second, optional filter. When ticked, only reservations whose Arrive Date falls within the arrival date range are included. Leave it unticked to include every reservation made or cancelled on the selected date, whatever its arrival date.
Grouping and totals
Reservations are grouped by the Group By option, and the grouping decides where the status code and the Sub Totals appear:
- Reservation Status - one group per status, headed by the status code from the legend, for example U for Unconfirmed. Each group ends with a Sub Total row.
- Property - one group per Property, with the status code as a second-level heading inside it. A Sub Total row follows each status within the Property.
- No Grouping (Sorted by Arrival date) - no group headings and no Sub Totals. Rows are sorted by Arrive Date and the status code is shown in the B/C column instead.
- Loyalty Membership Type - one group per Loyalty Membership Type. Reservations with no membership are grouped under No Loyalty Membership Type. No Sub Total rows are shown.
The report always ends with a Grand Total row. Sub Total and Grand Total rows show the sum of No of Nights and the sum of Total Base Rate for the reservations they cover. Cancelled, No Show, Pencil and Quote reservations are listed on the report and included in Sub Totals, but excluded from the Grand Total, as the report footer states.
If no reservation was made or cancelled on the selected date, the report shows a single empty row with zero totals.
Reservation Status legend
The legend at the foot of the report defines the status codes used in the group headers:
- D = Departed
- A = Arrived
- Q = Quote
- C = Confirmed
- U = Unconfirmed
- X = Cancelled
- NS = No Show
- P = Pencil
For what each status means, see Reservation Status Change.
Booking Source columns
The three Booking Source columns describe who made the booking, split into two sub-headers. Under If Not Booked By Guest, Contact Name is the Contact recorded on the reservation (with the contact's business-hours phone number on a second line) and Organization is the Travel Agent recorded on the reservation. Under If Booked By Guest, How Heard of Us? is the reservation's Booking Source, as configured in the Booking Source Lookup Table. A reservation with no Contact, no Travel Agent and no Booking Source shows all three columns blank.
The Company column comes from the primary guest's Guest Profile, not from the Company field on the reservation.
Has Guest Stayed Before Y/N
The column shows Y when the primary guest has at least one other reservation in RMS that is not Cancelled or No Show and that was created before this one. Otherwise it shows N. The check counts reservations, not completed stays: an Unconfirmed or future reservation counts, and the earlier reservation does not need to be Departed. Reservations at any of your Properties count.
Area Rate and Total Base Rate
Total Base Rate is the reservation's Base Rate total plus any Package amount, for the whole stay. Area Rate is Total Base Rate divided by No of Nights, so it is an average per night rather than a rate stored on the reservation. For example, a 3 night reservation with a Total Base Rate of 2,280.00 shows an Area Rate of 760.00. Reservations with no rate quoted show 0.00 in both columns.
When the reservation is displayed in the property's USD secondary currency, both amounts are converted using the property's USD exchange rate.
Please Note! The Grand Total counts nights and base rate for reservations that are made and still active. Cancelled, No Show, Pencil and Quote reservations are listed on the report but excluded from the Grand Total.
Related Reports
- Reservation Production Report - reservation production over a date range rather than a single day.
- Reservation Made/Modified Report - reservations made or modified in a period, including changes to existing reservations.
- Cancellation List Report - cancelled reservations only.
- Arrivals List - reservations arriving on a date.
- Departure List - reservations departing on a date.
Related Articles
- Reservation Status Change - what each reservation status means and how it changes.
- Booking Source Lookup Table - set up the sources recorded against reservations.
- Scheduled Reports - email this report automatically on a schedule.
- Security Profile access options reference - the access option that controls who can run this report.
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