Occupancy by Room Type .ng | HotelKey Knowledge Base

Occupancy by Room Type Report Overview

Parent Hub: 📈 Revenue & Analytics

Category: 📊 Performance Summaries

Target Roles: Directors of Revenue Management, General Managers, Front Office Managers, Inventory Managers, Reservation Supervisors

Key Value: Optimize room category yield, evaluate room type inventory utilization, monitor group block allocations across room categories, and analyze average rates (ADR) and RevPAR across room types.

Executive Summary

The Occupancy by Room Type Report is a primary inventory performance and room category yield analysis tool within the 📊 Performance Summaries category of the 📈 Revenue & Analytics hub. Designed to provide granular room category intelligence, it logs daily physical capacity, availability, sold volume, group allocations, revenue generation, and rate yield metrics for every individual room type configured at the property.

By pairing date and calendar parameters (Date, Day Of Week) with inventory attributes (Room Type Name, Room Type Code, Total Rooms, Available Rooms, Out of Order) and operational performance metrics (Total Sold Rooms, Group Allocations, Adults, Children, Room Revenue, Group Revenue, ADR, Occupancy, Revpar With OOO Rooms, Revpar Without OOO Rooms), this report enables revenue managers and front office leadership to evaluate room category demand, prevent inventory overselling, optimize room-type upgrade rules, and maximize RevPAR across suite and standard categories.

Key Capabilities

Granular Category Performance Auditing: Itemizes capacity, sales, and revenue for each distinct physical room type (e.g., 2 Queen Standard, 1 King Suite, Accessible Rooms, Standard Room).
Inventory & Availability Governance: Monitors physical room capacity (Total Rooms), out-of-order rooms (Out of Order), and net available inventory (Available Rooms) to prevent room category overbooking.
Transient & Group Revenue Segregation: Differentiates transient room sales (Room Revenue) from contracted group block allocations (Group Allocations, Group Revenue).
Dual RevPAR Yield Calculation: Calculates Revenue Per Available Room both including (Revpar With OOO Rooms) and excluding (Revpar Without OOO Rooms) out-of-order room inventory to assess true physical vs. operational yield.

Report Views & Functional Breakdown

The Occupancy by Room Type Report presents room category performance in a unified single-table matrix that supports three key analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                   OCCUPANCY BY ROOM TYPE REPORT                        │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Inventory Availability│ 2. Category Demand &     │ 3. Rate Yield &  │
│    & Capacity Control    │    Group Allocation      │    RevPAR Analysis│
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Inventory Availability & Capacity Control

Monitors physical room counts, out-of-order holds, and net available room inventory per room category.

Primary Use: Tracking category availability (Available Rooms), identifying out-of-service rooms (Out of Order), and preventing negative availability/overselling in high-demand room types.
Key Metrics: Date, Day Of Week, Room Type Name, Room Type Code, Total Rooms, Available Rooms, Out of Order.

2. Category Demand & Group Allocation

Evaluates guest occupancy volume, guest occupant headcounts, and group block allocations across room types.

Primary Use: Measuring room category popularity (Total Sold Rooms), auditing group block consumption (Group Allocations), and analyzing occupant density (Adults, Children).
Key Metrics: Date, Room Type Code, Total Sold Rooms, Group Allocations, Adults, Children, Occupancy.

3. Rate Yield & RevPAR Analysis

Measures monetary room revenue, group revenue, Average Daily Rates (ADR), and RevPAR performance across room categories.

Primary Use: Comparing ADR premium realization between suites and standard room types, auditing group revenue contributions (Group Revenue), and analyzing out-of-order inventory impact on RevPAR.
Key Metrics: Date, Room Type Code, Room Revenue, Group Revenue, ADR, Occupancy, Revpar With OOO Rooms, Revpar Without OOO Rooms.

Image 10-6-26 at 4.30 PM.png — Occupancy by Room Type Report

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:

💡 Monetary & Rate Calculation Note: Room Revenue and Group Revenue represent Gross Base Room Revenue (Excludes Taxes & Fees). Occupancy is rendered as a decimal ratio (e.g., 0.1622 = 16.22%).

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Date	Official business date for which room type occupancy is reported.	System Business Date	N/A
Day Of Week	Calendar day of the week corresponding to the business date (e.g., Monday, Tuesday).	System Calendar Engine	N/A
Room Type Name	Full human-readable description of the room category (e.g., 2 Queen Standard, 1 King Suite Sofa Bed).	Room Type Master Setup	N/A
Room Type Code	Unique alphanumeric code assigned to the room category (e.g., `TQNN`, `XKLN`, `TWAN`, `TWYN`, `CSTN`).	Room Type Master Setup	N/A
Total Rooms	Total physical room count configured for the specific room type.	Physical Inventory Engine	N/A
Available Rooms	Net available physical rooms remaining for sale (`Total Rooms - Out of Order - Total Sold Rooms`).	Inventory Availability Engine	N/A
Out of Order	Total physical rooms in the category removed from service due to maintenance or repairs.	OOO/OOS Inventory Logs	N/A
Total Sold Rooms	Total physical rooms sold and occupied in the category on the business date.	`SUM(Category Occupied Rooms)`	N/A
Group Allocations	Total rooms in the category allocated and picked up under contracted group blocks.	Group Block Engine	N/A
Adults	Total registered adult guests occupying rooms in the category.	`Reservation > Occupancy`	N/A
Children	Total registered child guests occupying rooms in the category.	`Reservation > Occupancy`	N/A
Room Revenue	Gross base room revenue generated by transient sales in the room category.	`SUM(Transient Room Charges)`	❌ No
Group Revenue	Gross base room revenue generated by group block sales in the room category.	`SUM(Group Room Charges)`	❌ No
ADR	Realized Average Daily Rate earned per sold room in the category (`(Room Revenue + Group Revenue) / Total Sold Rooms`).	`Total Revenue / Total Sold Rooms`	❌ No
Occupancy	Proportion of total category rooms occupied (`Total Sold Rooms / Total Rooms`).	`Total Sold Rooms / Total Rooms`	N/A
Revpar With OOO Rooms	Revenue Per Available Room calculated against total physical capacity including OOO rooms (`Total Revenue / Total Rooms`).	`Total Revenue / Total Rooms`	❌ No
Revpar Without OOO Rooms	Revenue Per Available Room calculated against net operational capacity excluding OOO rooms (`Total Revenue / (Total Rooms - OOO)`).	`Total Revenue / Net Available`	❌ No

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:
- Timeline & Room Type Identifiers (Cols 1–4): Date | Day Of Week | Room Type Code | Room Type Name
- Physical Inventory & Sales Volumes (Cols 5–9): Total Rooms | Available Rooms | Out of Order | Total Sold Rooms | Group Allocations
- Guest Demographics (Cols 10–11): Adults | Children
- Revenue Streams & Rate Yields (Cols 12–14): Room Revenue | Group Revenue | ADR
- Occupancy & RevPAR Yield Metrics (Cols 15–17): Occupancy | Revpar With OOO Rooms | Revpar Without OOO Rooms

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

Icon	Action / Feature	Description
	Knowledge Article	Opens the knowledge base article to learn how to interpret this report.
	Saved Views	Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
	Bar Chart	Displays report data in a visual bar chart format.
	Filter	Opens filter controls to isolate specific data within a column based on your selected criteria.
	Highlight	Highlights column values in a designated color based on selected conditions.
	Export	Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
	Configure	Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
	Additional Configuration	Provides advanced report configuration and display formatting options to customize data presentation.
	Group By	Summarize and group report data dynamically in real time.

Interactive Visualizations & Grouping Controls

Group By & Pie Chart Visualization: The Occupancy By Room Type report features an interactive pie chart to analyze room inventory allocation and revenue contribution across room categories. Users can group category records on the fly by Room Type Name to evaluate category performance trends over time. By selecting a metric from the Select Base Column dropdown menu—such as Total Rooms, Available Rooms, Total Sold Rooms, or Room Revenue—the chart dynamically renders percentage share breakdowns alongside an interactive color-coded legend.

Image 10-6-26 at 4.32 PM.png — *Group By & Pie Chart Visualization*

Bar Chart Visualizer: The Occupancy By Room Type report features an interactive bar chart to help visualize property capacity and sales performance over time. By adjusting the Select Column (Y-Axis) dropdown, users can dynamically filter the chart to display room counts (e.g., Total Sold Rooms, Available Rooms, Out of Order) or financial metrics (e.g., Room Revenue, Group Revenue) alongside the detailed grid below.

Image 10-6-26 at 4.33 PM.png — *Bar Chart Visualizer*

Advanced Controls

Exporting & Yield Analysis: Download in Excel or PDF format to support weekly yield meetings, room type pricing adjustments, and inventory overbooking threshold reviews.
Filtering: Filter data by specific date ranges or room type codes (e.g., isolate premium suite categories vs. standard inventory).
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight room categories with negative availability (Available Rooms < 0), high out-of-order holds, or high occupancy ratios (Occupancy > 80%).

Within 📈 Revenue & Analytics & 📊 Performance Summaries:

General Manager Report – Review property-wide macro statistics, total room revenues, ADR, and RevPAR performance.
Hotel Statistics – Complete 360-degree operational overview including room counts, occupancy, taxes, payments, and booking activity.
Market Segment Summary – Analyze how room revenue and ADR performance vary across retail, corporate, group, and OTA segments.

Cross-Pillar Deep Dives:

🛎️ Front Desk & Guest Services: Cross-reference physical room assignments with In-House Guest List.
🧹 Rooms & Facilities: Review out-of-order room reasons and maintenance logs in All Rooms.