This article describes the Daily Facility Activity report, which lists reservations for a selected date range with the booked start and end times, Area, name and guest count for each one.
Overview
The Daily Facility Activity report lists each reservation in the selected date range on its own row, showing the time the booking starts, the time it ends, the Area booked, the name on the reservation and the number of guests. Rows are grouped by date by default, and can be grouped by Area instead.
The Arrive and Depart columns show times of day rather than dates, so the report reads as a timetable of what is booked and when. Front office and operations staff typically run it for today or for a short future window to see the day's bookings in one list.
Six optional settings under More Options add guest notes, requirements, the Reservation Type and reservation notes into a single Notes/Requirement column, restrict the report to reservations arriving in the period, or add the estimated crowd from an Event reservation to its guest count.
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
- Running the day's bookings sheet - reception prints the report each morning to see every booking for the day with its start and end time.
- Turning an Area around between bookings - staff read the Depart and Arrive times for the same Area to see how long they have to reset it.
- Checking a group's block of bookings - the Name column shows the group on each row, so a block booked across several Areas can be read at a glance.
- Briefing at handover - the note options add guest notes, requirements and reservation notes to each row so the incoming shift has the detail it needs.
How to Access
In the side menu of RMS, go to Reports > Daily > Daily Facility Activity.
Report Options
The report options below control the date range, which reservations are included, and how rows are grouped and sorted. The last six options in the table are available by selecting More Options on the report panel.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Reservation Between | Date range | Today | Sets the period the report covers. See Date range and which reservations are included. |
| Property | Multi-select dropdown | All Selected | Limits the report to the selected properties. Shown only on multi-property databases. |
| Category | Multi-select dropdown | All Selected | Limits the report to reservations in the selected Categories. The report is not restricted to Facility Categories: Categories of every Category Class are included. |
| Travel Agent | Multi-select dropdown | None Selected | Limits the report to reservations linked to the selected Travel Agents. Left on None Selected the option applies no filter, so reservations with and without a Travel Agent are all included. |
| Group By | Dropdown | Date |
Sets what each group heading on the report shows. Options:
|
| Sort By | Dropdown | No Sorting |
Sets the row order within each group. Sort By is applied only when Group By is set to Date, which is what the panel hint "(Sort Options for Group By Date Only)" refers to. Options:
|
| Add Report to Favourites Menu | Checkbox | Off | Adds the report to the Favourite Reports menu for quick access. |
| Show Guest Notes | Checkbox | Off | Adds the note held on the Guest Profile to the Notes/Requirement column. |
| Show Requirements in Notes Field | Checkbox | Off | Adds the reservation's requirements to the Notes/Requirement column. |
| Show Res Type In Notes Field | Checkbox | Off | Adds a Reservation Type: line to the Notes/Requirement column. |
| Show Reservation Notes In Notes Field | Checkbox | Off | Adds the note held on the reservation to the Notes/Requirement column. |
| Show Only Arriving Reservation | Checkbox | Off | Restricts the report to reservations that start inside the selected period. See Date range and which reservations are included. |
| Show Event Attendees | Checkbox | Off | Adds the estimated crowd recorded on an Event Management reservation to the adult figure in the Pax column. It has no effect on any other reservation type. |
Column Headers
The columns below appear on the report output, left to right. Where a value depends on a report option, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.
| Column | Description | Source / Calculation |
|---|---|---|
| Res No | The RMS reservation number for the booking. | Reservation |
| Arrive | The time of day the booking starts, for example 09:30:PM. | Reservation arrival time |
| Depart | The time of day the booking ends, for example 10:30:PM. | Reservation departure time |
| Area | The Area booked on the reservation. | Setup > Category Setup > Areas |
| Name | The group name recorded on the reservation, which is how a block of bookings made under one group shows on every row. Reservations with no group name show a blank cell. | Reservation |
| Pax | The guest count for the reservation, shown as the number of adults followed by A, then children followed by C, then infants followed by I, for example 2A 1C. Each part is omitted when it is zero, so a reservation for two adults shows as 2A. | Reservation guest numbers |
| Notes/Requirement | Blank unless one or more of the note options is selected. See The Notes/Requirement column. | Report options |
Data Sources & Calculations
The following concepts each govern more than one column or report option.
Date range and which reservations are included
Reservation Between sets the period and defaults to Today. By default the report includes any reservation that is in place during the period, not only those that start inside it. A reservation that starts before the period and is still running during it is listed, and its group heading shows its own start date rather than a date inside the period.
Selecting Show Only Arriving Reservation removes those carried-over reservations, leaving only reservations that start inside the selected period.
Two further rules decide whether a reservation appears at all, whichever date option is used.
Reservation Status. Only reservations at a status of Unconfirmed or Confirmed are listed. Once a reservation is checked in it moves to Arrived and drops off this report, and the same applies to Departed, Cancelled, No Show, Quote, Pencil, Maintenance, Stop Sell and Owner Occupied reservations. To see bookings that are already in house, use the In House report instead.
Same-day bookings. A booking that departs on the day it arrives is included only when the property has day use bookings enabled, or when the Category it belongs to is set as a day-use Category. This matters for facilities, which are often booked for part of a single day. If same-day facility bookings are missing from the report, check those two settings first.
Component rows of a group booking are also excluded, so a group appears once rather than once per linked reservation.
Grouping and the group heading
The Group By option sets what each group heading shows:
- Date (default) - each heading is a date, and the reservations that start on that date are listed beneath it.
- Area - each heading is an Area name, and every reservation for that Area in the period is listed beneath it.
The seven columns are the same under either grouping. There are no sub-totals or grand totals on this report.
The Notes/Requirement column
Notes/Requirement is a single column fed by four separate report options. Each option that is selected adds its content to the same cell, so the column can hold several pieces of information for one reservation:
- Show Guest Notes adds the note held on the Guest Profile.
- Show Requirements in Notes Field adds the reservation's requirements.
- Show Res Type In Notes Field adds a Reservation Type: line.
- Show Reservation Notes In Notes Field adds the note held on the reservation.
A note recorded against the reservation itself can also appear in this column even when Show Reservation Notes In Notes Field is not selected, so treat the column as potentially populated whatever the option settings.
The report header block
Above the column headings the report repeats the property name, the report title, the date range it covers, the Sort By selection, and whether each of the note options was selected, shown as Yes or No.
The line labelled Group By in that header shows the Category selection rather than the Group By option. It reads Multiple when more than one Category is included and the Category name when a single Category is selected, and it does not change when Group By is switched between Date and Area. Read the group headings on the report body to confirm how the rows are actually grouped.
Please Note! The Category and Area labels on this report follow your property's System Labels, so the report options and column headings may read differently in your database. On a database configured for rooms, the Category option reads Room Type, the Group By option offers Room instead of Area, and Sort By offers Room Type and Room.
Tip! Select Add Report to Favourites Menu on the Report Options panel to reach this report from the Favourite Reports menu, or select Schedule to have it sent automatically. See Scheduled Reports.
Related Reports
- Facility Usage and Revenue Report - usage and income per Facility Area over a date range, with hours and gross income.
- Daily Reservation Activity Report - reservations made or cancelled in a period, with booking source and rate detail.
- Requirements List report - the requirements recorded against reservations for a period.
- Arrivals list report - reservations arriving on a date, with contact and balance detail.
- Tour Bookings Report - bookings taken against tour and ticketing Categories.
Related Articles
- Set up a Facility Category
- Facility Category Bookable Times
- Category Class options in RMS
- Additional Bookable Equipment, Areas or Extras
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