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Parking Details Report Overview

Parent Hub: 🛎️ Front Desk & Guest Services

Category: 🏨 In-House & Occupancy

Target Roles: Front Office Managers, Front Desk Agents, Guest Services Supervisors, Valet & Parking Attendants, Security Officers, Hotel Controllers, General Managers

Key Value: Monitor guest vehicle registrations, track on-site parking policy compliance, verify license plate and vehicle descriptions, audit parking fee billing dates, and ensure seamless guest parking security and asset protection.

Executive Summary

The Parking Details Report is an essential operational vehicle register, security tracking, and parking revenue audit document within the 🏨 In-House & Occupancy category of the 🛎️ Front Desk & Guest Services hub. Designed to deliver complete visibility over all registered guest vehicles parked on property, it itemizes every reservation with linked vehicle details, parking permit tickets, fee charge dates, and policy acknowledgments across specified date ranges.

  • By mapping reservation parameters (Confirmation Number, Status, Guest Name, First Name, Last Name, Loyalty Tier, Room Number, Rate Plan, Arrival Date, Departure Date, Nights, Digital Key, Digital Check In) to vehicle security and parking billing attributes (Parking Policy, License Plate, State, Make and Model, Color, Parking Ticket, Date Added, Charge Date), this report enables front desk agents, parking attendants, security officers, and controllers to audit on-site parking capacity, verify vehicle ownership, confirm parking fee postings, and maintain security over guest vehicles.

Key Capabilities

  • On-Site Guest Vehicle Register: Itemizes all guest reservations with registered vehicles, displaying room assignments (Room Number), guest names (Guest Name), and stay timeframes (Arrival Date and Departure Date).

  • Complete Vehicle Identification: Captures vehicle license plate numbers (License Plate), registration states/provinces (State), vehicle make and model descriptions (Make and Model), and body color (Color) for quick property identification.

  • Parking Ticket & Permit Audit: Tracks assigned parking permit or valet ticket identifiers (Parking Ticket) alongside the date the vehicle profile was registered (Date Added).

  • Billing & Charge Date Verification: Logs the specific calendar date on which parking fees were posted or billed to the guest folio (Charge Date).

  • Policy Compliance & Digital Engagement: Displays applicable property parking rules (Parking Policy) alongside digital key (Digital Key) and digital check-in (Digital Check In) engagement statuses.

Report Views & Functional Breakdown

The Parking Details Report presents vehicle registration and parking billing data in a unified single-table ledger that supports three key analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                    PARKING DETAILS REPORT                              │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Guest Stay & Room     │ 2. Vehicle Description   │ 3. Parking Policy│
│    Identification        │    & Permit Trace        │    & Fee Audit   │
└──────────────────────────┴──────────────────────────┴──────────────────┘
1. Guest Stay & Room Identification

Monitors guest reservation details, room numbers, loyalty standings, and operational stay statuses.

  • Primary Use: Verifying active guest room assignments for parked vehicles, identifying VIP or loyalty tier guests, and checking arrival/departure schedules.

  • Key Metrics: Confirmation Number, Status, Guest Name, Loyalty Tier, Room Number, Rate Plan, Arrival Date, Departure Date, Nights.

2. Vehicle Description & Permit Trace

Tracks full physical vehicle parameters and assigned parking ticket numbers.

  • Primary Use: Enabling security and valet teams to identify vehicles in property lots, auditing license plate entries, and matching permit tags to guest rooms.

  • Key Metrics: License Plate, State, Make and Model, Color, Parking Ticket, Date Added.

3. Parking Policy & Fee Audit

Audits parking policy disclosures, fee posting dates, and digital check-in flags.

  • Primary Use: Verifying that daily parking fees are billed on the correct dates (Charge Date), reviewing liability waiver disclosures (Parking Policy), and checking digital check-in records.

  • Key Metrics: Parking Policy, Charge Date, Digital Key, Digital Check In, Confirmation Number, Room Number.

Parking Details.png
Parking Details 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 all 21 columns available in this report:

💡 Parking Fee Note: Charge Date reflects the specific date on which the daily parking surcharge was posted to the guest folio. Parking Policy records the property terms and liability waiver accepted during vehicle registration.

Column Name

Description

Data Source / System Mapping

Includes Taxes & Fees?

Confirmation Number

Unique alphanumeric reservation identifier.

Reservation System > Confirmation ID

N/A

Status

Live operational stay status (e.g., In House, Arrival, Checked Out).

Reservation System > Operational Status

N/A

Guest Name

Combined full name of the 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

Loyalty Tier

Guest loyalty program membership level (e.g., Blue, Silver, Diamond).

Loyalty System > Membership Tier

N/A

Room Number

Physical guest room assigned to the vehicle owner.

PMS > Assigned Room Number

N/A

Rate Plan

Active rate plan code attached to the reservation.

Reservation System > Active Rate Code

N/A

Arrival Date

Scheduled or actual check-in date.

Reservation System > Arrival Date

N/A

Departure Date

Scheduled or actual check-out date.

Reservation System > Departure Date

N/A

Nights

Total physical room nights spanned by the stay.

Reservation System > Total Nights

N/A

Digital Key

Status flag indicating digital mobile key issuance.

Door Lock System > Digital Key Status

N/A

Digital Check In

Status flag indicating completion of mobile/online check-in.

Mobile App > Digital Check-In Flag

N/A

Parking Policy

Terms, fee disclosures, and liability waiver rules governing property parking.

PMS Setup > Parking Policy Text

N/A

License Plate

Vehicle license plate number registered to the guest.

Vehicle Profile > License Plate

N/A

State

State or province issuing the vehicle license plate.

Vehicle Profile > Registration State

N/A

Make and Model

Manufacturer make and model description of the vehicle.

Vehicle Profile > Make & Model

N/A

Color

Primary exterior paint color of the vehicle.

Vehicle Profile > Color

N/A

Parking Ticket

Valet tag or parking permit ticket identifier assigned to the vehicle.

Parking System > Ticket/Permit ID

N/A

Date Added

Calendar date on which the vehicle was registered in the system.

PMS Audit Trail > Vehicle Entry Date

N/A

Charge Date

Calendar date on which the parking fee was posted to the guest folio.

PMS Billing > Fee Posting Date

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 & Status (Cols 1–3): Confirmation Number | Status | Loyalty Tier

    • Guest Profile Identification (Cols 4–6): Guest Name | First Name | Last Name

    • Vehicle Registration & Identification (Cols 7–11): License Plate | State | Make and Model | Color | Parking Ticket

    • Stay Itinerary & Room Location (Cols 12–15): Room Number | Arrival Date | Departure Date | Nights

    • Rate Plan, Inclusions & Billing Audit (Cols 16–19): Rate Plan | Date Added | Charge Date | Parking Policy

    • Digital Experience & App Indicators (Cols 20–21): Digital Key | Digital Check In

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
Image 9-29-26 at 1.04 PM.png

Knowledge Article

Opens the knowledge base article to learn how to interpret this report.
Image 9-29-26 at 12.37 PM.png

Saved Views

Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
Image 9-29-26 at 12.39 PM.png

Filter

Opens filter controls to isolate specific data within a column based on your selected criteria.
Image 9-29-26 at 12.40 PM.png

Highlight

Highlights column values in a designated color based on selected conditions.
Image 9-29-26 at 12.42 PM.png

Export

Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
Image 9-29-26 at 12.43 PM.png

Configure

Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
Image 9-29-26 at 12.44 PM.png

Additional Configuration

Provides advanced report configuration and display formatting options to customize data presentation.
Advanced Controls

  • Exporting & Lot Security Audits: Download in Excel or PDF format to support night audit lot sweeps, security patrols, and valet fee reconciliations.

  • Filtering: Filter data by Status = In House to view currently parked guest vehicles, or isolate missing vehicle details (License Plate = Blank).

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight unbilled parking stays, expiring departure dates (Departure Date = Today), or VIP loyalty tier guests.

Within 🛎️ Front Desk & Guest Services & 🏨 In-House & Occupancy:

  • In House Guest List – Standard guest roster tracking active room occupants, contact info, and stay dates.

  • Departures Details Report – Comprehensive manifest tracking daily scheduled guest departures, folio numbers, and outstanding balances.

Cross-Pillar Deep Dives:

  • 💳 Payments & Transactions: Verify daily parking fee postings and incidental charge collections in All Transactions.