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Booked Reservations Report Overview

Parent Hub: 🛎️ Front Desk & Guest Services

Category: 🧳 Arrivals & Departures

Target Roles: Front Office Managers, Front Desk Agents, Reservations Agents, Revenue Managers, General Managers, Guest Services Supervisors

Key Value: Monitor daily booking activity and new reservation creation, track booking channels and agent production, verify rate plans, market segments, and guarantee methods, inspect cancellation policies and linked reservations, and ensure seamless pre-arrival guest management.

Executive Summary

The Booked Reservations Report is a primary front desk, reservations, and front office audit document within the 🧳 Arrivals & Departures category of the 🛎️ Front Desk & Guest Services hub. Designed to deliver complete operational and financial visibility over newly created and modified reservation bookings, it itemizes every reservation entered into the Property Management System (PMS) across specified booking creation dates.

  • By mapping booking creation metadata (Booking Date, Booking Time, Confirmation Number, External Confirmation Number, Booked By) to guest and stay details (Guest Name, Company Name, Arrival Date, Departure Date, Nights, Adults, Children, Room Type, Room Number), rate structures (Rate Plan, Market Segment, Local Market Segment, Source, Total Room Rate, Total Revenue, ADR), and operational parameters (Current Booking Status, Cancellation Date/Time, Guarantee Method, Linked Reservations, Cancellation Policy), this report enables front desk teams, reservations staff, and revenue managers to audit daily booking flow, confirm rate and market segment accuracy, enforce deposit and guarantee rules, and prepare for incoming arrivals.

Key Capabilities

  • Daily Booking Activity Audit: Itemizes newly created reservations by exact creation timestamp (Booking Date and Booking Time) and confirmation identifiers (Confirmation Number, External Confirmation Number).

  • User & Agent Traceability: Captures the exact staff user or agent ID (Booked By) responsible for creating or processing each booking entry.

  • Stay & Room Assignment Tracking: Tracks scheduled arrival dates (Arrival Date), departure dates (Departure Date), total length of stay (Nights), room categories (Room Type), and pre-assigned room numbers (Room Number).

  • Revenue & Rate Structure Verification: Displays base room pricing (Total Room Rate), total booking value (Total Revenue), and Average Daily Rate (ADR) alongside assigned rate plans (Rate Plan), market classifications (Market Segment, Local Market Segment), and booking channels (Source).

  • Booking Status & Guarantee Governance: Tracks live reservation operational statuses (Current Booking Status, e.g., CHECKED OUT, ARRIVAL, NO SHOW, CANCELLED), cancellation timestamps (Cancellation Date, Cancellation Time), guarantee methods (Guarantee Method), linked multi-room bookings (Linked Reservations), and specific policy terms (Cancellation Policy).

Report Views & Functional Breakdown

The Booked Reservations Report presents reservation creation data in a unified single-table ledger that supports three key analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                   BOOKED RESERVATIONS REPORT                           │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Booking Creation &    │ 2. Stay, Room & Rate     │ 3. Status, Policy &│
│    Agent Ledger          │    Structure             │    Guarantee Trace│
└──────────────────────────┴──────────────────────────┴──────────────────┘
1. Booking Creation & Agent Ledger

Monitors reservation entry timestamps, confirmation numbers, booker credentials, and primary guest details.

  • Primary Use: Verifying daily booking creation logs, auditing call center and front desk agent booking production, and checking corporate company profile attachments.

  • Key Metrics: Booking Date, Booking Time, Confirmation Number, Guest Name, Company Name, Booked By, Source.

2. Stay, Room & Rate Structure

Provides complete stay timeframes, room category allocations, guest headcounts, pricing, and rate plan mappings.

  • Primary Use: Auditing advance reservation rates, checking room type distribution, verifying length of stay durations, and confirming market segment attributions.

  • Key Metrics: Arrival Date, Departure Date, Nights, Room Type, Room Number, Rate Plan, Market Segment, Total Revenue, ADR.

3. Status, Policy & Guarantee Trace

Correlates reservation entries with live operational statuses, guarantee types, linked reservations, and cancellation rules.

  • Primary Use: Identifying non-guaranteed bookings requiring pre-arrival follow-up, reviewing cancellation policy terms, checking linked multi-room party bookings, and inspecting guest stay remarks.

  • Key Metrics: Current Booking Status, Guarantee Method, Cancellation Date, Linked Reservations, Cancellation Policy, Booking Remarks, Stay Remarks.

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Booked Reservations (Columns 1-13)
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Booked Reservations (Columns 14-27)

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing every column available in this report:

💡 Rate Calculation Note: Total Room Rate and Total Revenue represent base room charges prior to taxes and fees. ADR is calculated as ADR = Total Revenue ÷ Nights.

Column Name

Description

Data Source / System Mapping

Includes Taxes & Fees?

Booking Date

Calendar date on which the reservation was created in the system.

PMS Audit Trail > Booking Creation Date

N/A

Booking Time

Timestamp recording the exact time the reservation was created.

PMS Audit Trail > Booking Creation Time

N/A

Confirmation Number

Primary unique alphanumeric reservation identifier.

Reservation System > Confirmation Number

N/A

Promotion Name

Name of promotional campaign or discount offer attached to the booking.

Reservation System > Promotion Title

N/A

External Confirmation Number

Secondary confirmation number from external distribution channels or CRS.

CRS / Channel Manager > External ID

N/A

PO Number

Purchase order number supplied for corporate billing.

Reservation Billing > PO Number

N/A

Guest Name

Combined full name of the primary registered guest.

Guest Profile > Full Name

N/A

First Name

First name of the primary registered guest.

Guest Profile > First Name

N/A

Last Name

Last name of the primary registered guest.

Guest Profile > Last Name

N/A

Contact Role

Primary contact role or relationship designation on the reservation.

Guest Profile > Role Title

N/A

Company Name

Name of corporate account or business profile linked to the stay.

Reservation System > Company Profile

N/A

Arrival Date

Scheduled check-in date of the reservation.

Reservation System > Check-In Date

N/A

Departure Date

Scheduled check-out date of the reservation.

Reservation System > Check-Out Date

N/A

Nights

Total physical room nights spanned by the stay.

Reservation System > Total Nights

N/A

Adults

Count of registered adult occupants.

Reservation System > Adult Count

N/A

Children

Count of registered child occupants.

Reservation System > Child Count

N/A

Room Type

Code representing the room category allocated (e.g., KBSN, KQQN, KTPN, KABN).

PMS > Room Type Code

N/A

Room Number

Physical guest room assigned to the reservation (Blank if unassigned).

PMS > Assigned Room Number

N/A

Rate Plan

Code of the rate plan assigned to the booking (e.g., IGBBB, IGCOR, IDME0, IDAPF).

Reservation System > Active Rate Code

N/A

Market Segment

Master corporate market segment name mapped to the booking.

PMS > Market Segment Title

N/A

Market Segment Code

Master corporate market segment code (e.g., G, D).

PMS > Market Segment Code

N/A

Local Market Segment

Property-specific local market segment title (e.g., Association Meeting, Business Products).

PMS > Local Market Segment Title

N/A

Local Market Segment Code

Property-specific local market segment code (e.g., A, B).

PMS > Local Market Segment Code

N/A

Source

Booking channel or entry module (e.g., PHONE, HOTEL SALES, REGIONAL SALES OFFICE).

CRS / PMS > Reservation Source

N/A

Total Room Rate

Gross base room charges for the total stay duration.

SUM(Base Daily Room Rates)

❌ No

Total Revenue

Total net room revenue generated by the booking.

SUM(Base Room Revenue)

❌ No

ADR

Average Daily Rate earned per room night (Total Revenue÷Nights).

Total Revenue / Nights

❌ No

Current Booking Status

Operational status of the stay (e.g., CHECKED OUT, ARRIVAL, NO SHOW, CANCELLED).

Reservation System > Operational Status

N/A

Cancellation Date

Calendar date on which the reservation was cancelled (if applicable).

PMS Audit Trail > Cancellation Date

N/A

Cancellation Time

Timestamp recording when the reservation was cancelled.

PMS Audit Trail > Cancellation Time

N/A

Booked By

Name or user login ID of the employee or system agent creating the reservation.

Security Audit Trail > User Name

N/A

Local First Name

First name rendered in local character set or language script.

Guest Profile > Local First Name

N/A

Local Last Name

Last name rendered in local character set or language script.

Guest Profile > Local Last Name

N/A

Booking Remarks

Operational notes entered at the time of booking creation.

Reservation Notes > Booking Remarks

N/A

Stay Remarks

Operational notes specific to guest stay handling or room requests.

Reservation Notes > Stay Remarks

N/A

Housekeeping Remarks

Specific room preparation or cleaning instructions for housekeeping.

PMS Housekeeping > Room Remarks

N/A

Housekeeping Requests

Special guest amenity or bed setup requests for housekeeping.

PMS Housekeeping > Guest Requests

N/A

Guarantee Method

Payment guarantee classification (e.g., CREDIT CARD, GUARANTEE BY COMPANY, PROPERTY).

Reservation Billing > Guarantee Type

N/A

Linked Reservations

Confirmation numbers of associated multi-room party or family bookings.

Reservation System > Linked IDs

N/A

Sub Source Code

Secondary channel distribution code.

CRS > Sub-Source Code

N/A

Sub Source Name

Secondary channel distribution name.

CRS > Sub-Source Title

N/A

Cancellation Policy

Full legal cancellation policy terms and deadline rules governing the reservation.

Rate Engine > Cancellation Policy Text

N/A

Customization & Platform Features

User & Property Preferences

  • Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save automatically for future sessions.

  • Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks.

    • Reservation Identification & Creation Audit (Cols 1–7): Confirmation Number | External Confirmation Number | PO Number | Linked Reservations | Booking Date | Booking Time | Booked By

    • Guest Profile & Contact Identification (Cols 8–14): Guest Name | First Name | Last Name | Local First Name | Local Last Name | Contact Role | Company Name

    • Stay Itinerary & Room Assignment (Cols 15–19): Arrival Date | Departure Date | Nights | Room Type | Room Number

    • Guest Occupancy Demographics (Cols 20–21): Adults | Children

    • Rate Plan, Promotion & Market Mapping (Cols 22–27): Promotion Name | Rate Plan | Market Segment Code | Market Segment | Local Market Segment Code | Local Market Segment

    • Booking Channel & Source Origin (Cols 28–31): Source | Sub Source Code | Sub Source Name | Guarantee Method

    • Financial Revenue & Pricing Metrics (Cols 32–34): Total Room Rate | Total Revenue | ADR

    • Booking Status & Cancellation Audit (Cols 35–38): Current Booking Status | Cancellation Date | Cancellation Time | Cancellation Policy

    • Operational Remarks & Requests (Cols 39–42): Booking Remarks | Stay Remarks | Housekeeping Remarks | Housekeeping Requests

Report Toolbar & Quick Actions

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon

Action / Feature

Description
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Knowledge Article

Opens the knowledge base article to learn how to interpret this report.
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Background Export

Allows users to download up to 365 days of data directly to their computer in CSV format.
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Saved Views

Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
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Filter

Opens filter controls to isolate specific data within a column based on your selected criteria.
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Highlight

Highlights column values in a designated color based on selected conditions.
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Export

Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
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Configure

Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
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Additional Configuration

Provides advanced report configuration and display formatting options to customize data presentation.
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Group By

Summarize and group report data dynamically in real time.
Interactive Visualizations & Grouping Controls

  • Group By & Pie Chart Visualization: The Booked Reservations report features an interactive pie chart to help analyze reservation activity and booking status share distributions. Users can group booked reservations on the fly by Booked By, Source, Room Type, Rate Plan, or Current Booking Status to evaluate agent booking volume and channel mix. By selecting a metric from the Select Base Column dropdown menu—such as Nights, Total Room Rate, or Total Revenue—the chart dynamically renders percentage share breakdowns accompanied by an interactive color-coded legend.

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Group By & Pie Chart Visualization
Advanced Controls

  • Exporting & Pre-Arrival Analysis: Download in Excel or PDF format to support daily front desk morning briefings, reservations audit reviews, and pre-arrival guest preference preparation.

  • Filtering: Filter data by specific Arrival Date = Today, isolate unassigned rooms (Room Number = Blank), or filter by Guarantee Method.

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-value bookings, unassigned VIP stays, or non-guaranteed reservations.

Within 🛎️ Front Desk & Guest Services & 🧳 Arrivals & Departures:

  • Arrivals – Detailed daily manifest of expected arriving guests, check-in statuses, and room assignments.

  • Departures List – Daily manifest tracking scheduled guest departures, check-out statuses, and folio balances.

  • In House Guest List – Real-time roster of registered guests currently occupying physical hotel rooms.

Cross-Pillar Deep Dives: