This article describes the Area Availability Report, which lists the Areas that are vacant on a selected date, when each one is next booked, and its Best Available Rate (BAR) for the night.
Overview
The Area Availability Report lists every Area that is vacant (free of reservations) on the night of the selected date, grouped under a heading for each Category. For each Area, the report shows the date its next reservation arrives (Available Till), the number of days until then (Days Available), and the rate for the night from the Best Available Rate (BAR) (Bar). The report ends with Total Available, the number of Areas listed.
Reception staff run the Area Availability Report to see which Areas can be offered to walk-in guests, and for how many nights. The report name, the Area column heading and the Only Show Area if Clean option follow the property's System Labels, so the report can appear as Room Availability or Site Availability.
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
Run the Area Availability Report when you need to know which Areas are free on a date and for how long, for example:
- Handover at the close of Reception - front office staff build the report for Today and give the list of free Areas, with the nights each one is available and its Bar rate, to the team looking after walk-in guests.
- Clean Areas only - with Only Show Area if Clean selected, reception sees only the free Areas that are ready for occupancy, so walk-in guests are offered clean Areas.
- Planning for tomorrow - reservations staff build the report for Tomorrow to see which Areas are still free and how many nights each one can be booked for before its next reservation arrives.
How to Access
In the side menu of RMS, go to Reports > Daily > Area Availability.
Report Options
Tip! Report build screens default to a common use configuration, and selections can be made as required.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Date | Date | Today | The date checked for availability. The picker offers Yesterday, Today, Tomorrow or Custom Date. Printed in the report title. |
| Property | Multi-select | All Selected | Limits the report to Areas in the selected properties. Shown on multi-property databases only. |
| Category | Multi-select | All Selected | Limits the report to Areas in the selected Categories. The list includes non-accommodation Categories, such as car parking. |
| Only Show Area if Clean | Checkbox | Off | Leaves off Areas whose clean status is Dirty, Inspect or Occupied. |
| Group By Property | Checkbox | Off | Adds a heading and a Total Available count for each property. |
| New Page Per Property | Checkbox | Off | Starts each property on a new page when Group By Property is also selected. On its own, it works the same as Group By Property. |
Column Headers
The Area Availability Report shows one row for each free Area, under a heading for its Category. See Data Sources & Calculations for which Areas are listed and how each value is worked out.
| Column | Description | Source / Calculation |
|---|---|---|
| Area | The name of an Area that is free on the night of the report date. | Areas in the selected Categories with no reservation that night. See Which Areas are listed. |
| Available Till | The arrival date of the Area's next reservation. Blank when the Area has no future reservation. | Arrive date of the next reservation allocated to the Area. See Available Till and Days Available. |
| Bar | The rate for the night of the report date, for two adults, from the Best Available Rate. Blank when no rate applies. | A one-night rate quote for the Area. See Bar. |
| Days Available | The number of days from the report date to Available Till. Blank when Available Till is blank. | Available Till minus the report date. |
Above the columns, the report header shows the property name and the report title with the selected date, for example Area Availability For 28 Sep 2026. When the report includes more than one property, the header shows the Enterprise name instead of a property name. The last page shows Total Available, the number of Areas listed, and every page ends with the note If Available Column is blank it indicates no Forward Bookings., the date, time and user that generated the report, and the page number.
Data Sources & Calculations
Which Areas are listed
The Area Availability Report lists an Area when no reservation is in the Area on the night of the report date. An Area is left off the report when:
- a reservation with a Reservation Status of Unconfirmed, Confirmed, Arrived, Pencil, Maintenance or Owner Occupied is in the Area on that night, including a reservation that arrives on the report date
- it is an Interconnecting Area and one of the individual Areas that make it up has such a reservation
- Only Show Area if Clean is selected and its clean status on the Housekeeping Clean Screen is Dirty, Inspect or Occupied
- it was created after the report date.
Quote, Cancelled, No Show and Departed reservations do not make an Area unavailable, and an Area whose reservation departs on the report date is listed because it is free that night. Because Departed reservations are not counted, a report built for a past date can list Areas that were occupied on that date. Areas excluded from Area Statistics are listed in the same way as any other Area.
Please Note! The Area Availability Report only checks reservations that have an Area allocated. A reservation with no Area allocated, such as a Book by Category reservation, does not make any Area unavailable, so the report can list more Areas than the Category has available. See Area Availability vs Category Availability.
Available Till and Days Available
Available Till is the arrival date of the next reservation allocated to the Area after the report date. Reservations in any status count except Departed, Cancelled and No Show, so a future Quote reservation sets Available Till even though a Quote does not make the Area unavailable. When the Area has no future reservation, Available Till and Days Available are both blank.
Days Available is the number of days from the report date to Available Till, which is the number of nights the Area can be booked before its next reservation arrives. For example, a report for 28 September 2026 shows 88 for an Area whose next reservation arrives on 25 December 2026.
Bar
Bar is the rate for the night of the report date for two adults in the Area, from the Best Available Rate (BAR). RMS works out Bar by quoting a one-night stay for two adults in that Area, so it includes any rate override set on the Rate Manager Chart for that date. Tax calculated on top of the rate is not added. The rate used depends on the property's BAR setup:
- Without Multiple Best Available Rates (Multi BAR), Bar uses the Rate Type set as the Best Available Rate.
- With Multi BAR, Bar uses the BAR price point set for the Category, or for the property, on the report date.
Bar is blank when the rate is 0.00, when no BAR Rate Type or price point applies, or when no Rate Lookup for that Rate Type covers the Area on the report date.
Because the rate is quoted separately for each Area, Areas in the same Category can show different values, or a blank, when a Rate Lookup applies to only some of the Areas in the Category.
Property headings and totals
The Area Availability Report lists the Areas alphabetically within each Category heading. When Group By Property is selected, each property has its own heading above its Categories and a Total Available for line with the number of Areas listed for that property. New Page Per Property adds the same headings and totals when it is selected on its own, and starts each property on a new page when Group By Property is also selected. Total Available at the end of the report counts every Area listed.
Related Reports
- In House report - lists the reservations that are in house on a selected date.
- Arrivals list report - shows every reservation with an Arrival Date in the selected date range.
- Area Status Verification report - audits the current Area Status and the next reservation in each Area.
- Out of Order (Maintenance) Report - lists the Out of Order and Maintenance blocks that take Areas offline over a selected date range.
Related Articles
- Area Availability vs Category Availability - how Area availability differs from the Category availability used by the Availability Chart and online channels.
- Housekeeping Clean Screen - review and update the clean status of each Area.
- Rates: Overview - rate concepts, including the Best Available Rate.
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