Keeping track of how many rooms you are selling compared to what you have available is a brilliant way to measure the health of your business. Our Occupancy Calculator does all the heavy lifting for you, making it incredibly easy to compare your performance across different time periods. Whether you are trying to spot seasonal trends or just want to see how full you were last month, this guide will walk you through pulling the right numbers.
How the math works
Before we start, it is helpful to know exactly how the system works it out: your room occupancy is calculated by taking the total number of rooms you actually sold and dividing it by the total number of available room nights for that period. (Just keep in mind that any rooms manually blocked off with an "unavailable" status will not be included in this calculation!).
1. Open the Occupancy Calculator
Let us start by finding the right report in your system.
- Head over to your Online Calendar and click on 'Reports'.
- Look for the "Report Type" drop-down menu and choose 'Occupancy Report'.
2. Choose your dates
Now you can tell the system exactly which time period you want to look at.
- By default, the system will automatically select the full current month for you.
- If you want to look at a different time frame, simply change the dates in the 'Select Dates' section.
3. Select your rooms and calculate
- The report will automatically select all of your rooms to give you a complete property overview. However, you can easily adjust this if you only want to see the occupancy for specific units.
- Once you are happy with your selection, click on the 'By Rooms' button.
- The system will instantly display your Occupancy Percentage for the rooms you selected!
4. Download a copy for your records
Sometimes it helps to have the numbers in front of you on a spreadsheet.
- Simply click the 'Run Reports' button.
- This will automatically generate and download an Excel spreadsheet of your room occupancy straight to your computer.
- You can safely open this downloaded file to view, save, or print your report.
