Occupancy Summary .ng | HotelKey Knowledge Base

Occupancy Summary Report Overview

Parent Hub: 📈 Revenue & Analytics

Category: 📊 Performance Summaries

Target Roles: General Managers, Directors of Revenue Management, Directors of Finance & Controllers, Operations Managers, Front Office Supervisors

Key Value: Evaluate daily property capacity utilization, track room revenue performance, monitor housekeeping room inventory statuses, analyze booking/cancellation velocity, and benchmark occupancy and RevPAR calculations across multiple operational formulas.

Executive Summary

The Occupancy Summary Report is a primary revenue management and operational audit document within the 📊 Performance Summaries category of the 📈 Revenue & Analytics hub. Designed to provide a comprehensive daily matrix overview of property capacity utilization and rate performance, it logs all core room inventory metrics, revenue streams, room cleaning states, guest occupant counts, and multi-formula occupancy/RevPAR calculations across a selected operating period.

By mapping calendar business dates (Date, Day Of Week) across financial metrics (Room Revenue, Other Room Revenue, Total Revenue, ADR, ADR Without Complimentary And House Use Rooms, Revpar With OOO Rooms, Revpar Without OOO Rooms), physical inventory counts (Total Rooms, Total Sold Rooms, Sold Rooms Without Comp, Out of Order, Vacant Rooms, Clean Rooms, Dirty Rooms, Stayover Rooms), and operational activity indicators (Same Day Bookings, Comp Rooms, House Rooms, Zero Rate Rooms, Day Use Rooms, Total No Shows, Total Cancellations, Total Guests, Total Guest Certificates), this report enables leadership teams to audit daily capacity efficiency, evaluate room-out-of-order impacts, and refine yield management strategies.

Key Capabilities

Daily Multi-Metric Matrix: Summarizes daily room revenue, inventory counts, cleaning states, booking activity, and yield ratios in a clean, date-by-date matrix.
Multi-Formula Occupancy Auditing: Calculates occupancy ratios across four distinct operational formulas to evaluate Out-of-Order (OOO), Complimentary (Comp), and House Use inventory impacts.
Dual RevPAR & ADR Yield Tracking: Displays Average Daily Rate (ADR) and Revenue Per Available Room (RevPAR) both including and excluding OOO, complimentary, and house-use rooms.
Operational & Housekeeping Integration: Tracks real-time physical inventory states (Clean Rooms, Dirty Rooms, Vacant Rooms, Stayover Rooms) alongside daily booking velocity (Same Day Bookings, Total No Shows, Total Cancellations).

Report Views & Functional Breakdown

The Occupancy Summary Report presents property performance in a unified daily matrix structure that supports three distinct analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                        OCCUPANCY SUMMARY REPORT                        │
├────────────────────────────────────────────────────────────────────────┤
│                         Daily Matrix View                              │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Revenue & Yield       │ 2. Inventory Capacity &  │ 3. Booking &     │
│    Performance           │    Housekeeping Status    │    Operational   │
│                          │                          │    Activity      │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Revenue & Yield Performance

Monitors daily room revenue generation, Average Daily Rate (ADR), and RevPAR across different inventory capacity assumptions.

Primary Use: Evaluating financial yield efficiency, measuring out-of-order room impact on RevPAR, and auditing complimentary room rate dilution.
Key Metrics: Date, Day Of Week, Room Revenue, Other Room Revenue, Total Revenue, ADR, ADR Without Complimentary And House Use Rooms, Revpar With OOO Rooms, Revpar Without OOO Rooms.

2. Inventory Capacity & Housekeeping Status

Itemizes physical room availability, occupied room counts, out-of-order holds, and room cleaning statuses.

Primary Use: Auditing physical room capacity (Total Rooms), monitoring out-of-order inventory (Out of Order), tracking vacant/stayover counts, and evaluating housekeeping room readiness (Clean Rooms vs. Dirty Rooms).
Key Metrics: Date, Total Rooms, Total Sold Rooms, Sold Rooms Without Comp, Out of Order, Vacant Rooms, Clean Rooms, Dirty Rooms, Stayover Rooms.

3. Booking & Operational Activity

Logs daily booking creation trends, cancellation rates, non-arrivals, and guest occupant headcounts.

Primary Use: Analyzing same-day booking demand (Same Day Bookings), measuring non-arrival revenue loss (Total No Shows, Total Cancellations), and tracking total in-house guest density (Total Guests).
Key Metrics: Date, Same Day Bookings, Comp Rooms, House Rooms, Zero Rate Rooms, Day Use Rooms, Total No Shows, Total Cancellations, Total Guests, Total Guest Certificates.

Image 10-6-26 at 5.54 PM.png — Occupancy Summary 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, Other Room Revenue, and Total Revenue represent Gross Base Room Revenue (Excludes Taxes & Fees). All occupancy percentages are rendered as decimal ratios (e.g., 0.4568 = 45.68%).

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Date	Official business date for which occupancy metrics are summarized.	System Business Date	N/A
Day Of Week	Calendar day of the week corresponding to the business date (e.g., Tuesday, Wednesday).	System Calendar Engine	N/A
Room Revenue	Gross base room revenue generated from guest stay charges.	`SUM(Daily Room Charges)`	❌ No
Other Room Revenue	Additional room-adjacent revenue charges (e.g., late check-out fees, early arrival fees).	`SUM(Other Room Charges)`	❌ No
Total Revenue	Consolidated gross room revenue (`Room Revenue + Other Room Revenue`).	`Room Revenue + Other`	❌ No
Total Rooms	Total physical room capacity configured at the property.	Physical Inventory Engine	N/A
Total Sold Rooms	Total physical rooms sold and occupied on the business date (includes Comp & House Use).	`SUM(Occupied Rooms)`	N/A
Sold Rooms Without Comp	Total paid rooms sold excluding complimentary reservations.	`Total Sold - Comp Rooms`	N/A
Out of Order	Physical rooms removed from inventory due to maintenance or repairs.	OOO/OOS Inventory Logs	N/A
Vacant Rooms	Physical available rooms remaining unoccupied (`Total Rooms - Total Sold - Out of Order`).	`Available Unsold Rooms`	N/A
Clean Rooms	Count of physical rooms in clean/inspected status at night audit close.	Housekeeping Status Engine	N/A
Dirty Rooms	Count of physical rooms requiring housekeeping service at night audit close.	Housekeeping Status Engine	N/A
Stayover Rooms	Count of occupied rooms continuing stay into the next business date.	Stayover Engine Counter	N/A
Same Day Bookings	Count of reservations created and checked in on the same business date.	Reservation Engine Logs	N/A
Comp Rooms	Rooms occupied under complimentary zero-rate status.	Reservation Rate Config	N/A
House Rooms	Rooms occupied for internal hotel operational or employee use.	Reservation Rate Config	N/A
Zero Rate Rooms	Rooms occupied under zero-dollar rate plans (e.g., trade, promotional).	Reservation Rate Config	N/A
Day Use Rooms	Rooms rented and checked out on the same calendar day without overnight stay.	Reservation Stay Config	N/A
Total No Shows	Reservations where the guest failed to arrive on the scheduled arrival date.	Non-Arrival Engine Logs	N/A
Total Cancellations	Reservations cancelled on or for the business date.	Cancellation Engine Logs	N/A
Total Guests	Total registered adult and child occupant headcounts in house.	`Reservation > Occupancy`	N/A
Total Guest Certificates	Count of stay certificates or voucher-backed bookings redeemed.	Voucher Integration Logs	N/A
ADR	Average Daily Rate calculated across all sold rooms (`Total Revenue / Total Sold Rooms`).	`Total Revenue / Sold Rooms`	❌ No
ADR Without Complimentary And House Use Rooms	Average Daily Rate calculated strictly across paid rooms (`Total Revenue / Sold Rooms Without Comp`).	`Revenue / Paid Sold Rooms`	❌ No
Occupancy Including OOO Comp and House Use	Occupancy ratio including OOO, Comp, and House Use rooms (`Total Sold / Total Rooms`).	`Total Sold / Total Rooms`	N/A
Occupancy Excluding OOO Comp and House Use	Occupancy ratio excluding OOO, Comp, and House Use rooms (`Paid Sold / (Total Rooms - OOO)`).	`Paid Sold / Net Available`	N/A
Occupancy Including OOO Excluding Comp and House Use	Occupancy ratio including OOO but excluding Comp/House Use (`Paid Sold / Total Rooms`).	`Paid Sold / Total Rooms`	N/A
Occupancy Excluding OOO Including Comp and House Use	Occupancy ratio excluding OOO but including Comp/House Use (`Total Sold / (Total Rooms - OOO)`).	`Total Sold / Net Available`	N/A
Revpar With OOO Rooms	RevPAR calculated against total physical capacity including OOO (`Total Revenue / Total Rooms`).	`Total Revenue / Total Rooms`	❌ No
Revpar Without OOO Rooms	RevPAR calculated against net operational capacity excluding OOO (`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 Anchors (Cols 1–2): Date | Day Of Week
- Inventory & Physical Room Status (Cols 3–9): Total Rooms | Out of Order | Vacant Rooms | Clean Rooms | Dirty Rooms | Stayover Rooms | Total Sold Rooms
- Reservation Movements & Special Buckets (Cols 10–18): Sold Rooms Without Comp | Comp Rooms | House Rooms | Zero Rate Rooms | Day Use Rooms | Same Day Bookings | Total No Shows | Total Cancellations | Total Guest Certificates
- Guest Demographics (Col 19): Total Guests
- Revenue Streams (Cols 20–22): Room Revenue | Other Room Revenue | Total Revenue
- ADR Rate Yields (Cols 23–24): ADR | ADR Without Complimentary And House Use Rooms
- Occupancy Utilization Metrics (Cols 25–28): Occupancy Excluding OOO Comp and House Use | Occupancy Including OOO Comp and House Use | Occupancy Including OOO Excluding Comp and House Use | Occupancy Excluding OOO Including Comp and House Use
  - RevPAR Yield Metrics (Cols 29–30): Revpar Without OOO Rooms | Revpar With 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 Summary report features an interactive pie chart to analyze daily operational and financial share across the week. Users can group matrix entries on the fly by Day Of Week to evaluate day-of-week occupancy and RevPAR patterns. By selecting a metric from the Select Base Column dropdown menu—either Total Revenue or Total Sold Rooms—the chart dynamically displays percentage contribution share alongside an interactive color-coded legend.

Image 10-6-26 at 5.55 PM.png — *Group By & Pie Chart Visualization*

Bar Chart Visualizer: The Occupancy Summary report features an interactive bar chart to help visualize high-level property performance over time. By adjusting the Select Column (Y-Axis) dropdown, users can switch between tracking daily financial output (Total Revenue) or overall room volume (Total Sold Rooms) alongside the detailed summary table.

Image 10-6-26 at 5.56 PM.png — *Bar Chart Visualizer*

Advanced Controls

Exporting & Yield Analysis: Download in Excel or PDF format to support monthly revenue strategy reviews, owner financial reporting, and housekeeping capacity audits.
Filtering: Filter data by specific date ranges or day-of-week parameters.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-occupancy days (Occupancy > 80%), high out-of-order room holds, or days with high cancellation rates.

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.
Occupancy by Room Type – Deep dive into room category physical capacity, availability, sold volume, and RevPAR by room type.

Cross-Pillar Deep Dives:

⚖️ Ledgers & Trial Balance: Reconcile room revenue realizations against General Ledger control accounts in Trial Balance or Day End Summary.
🧹 Rooms & Facilities: Cross-reference out-of-order rooms and room cleaning statuses in All Rooms.