Room Availability .ng | HotelKey Knowledge Base

Room Availability Report Overview

Parent Hub: 🛎️ Front Desk & Guest Services

Category: 🚨 Downtime & Contingency

Target Roles: General Managers, Revenue Managers, Front Office Managers, Reservations Supervisors, Night Auditors, Sales Directors

Key Value: Serves as a primary physical room inventory audit, yield management forecast, and emergency downtime availability matrix to track physical inventory, active bookings, out-of-order rooms, and net available sales capacity across room categories during routine shifts or PMS disconnections.

Executive Summary

The Room Availability Report is an essential room inventory management, occupancy forecasting, and emergency downtime control document within the 🚨 Downtime & Contingency category of the 🛎️ Front Desk & Guest Services hub. Designed to deliver complete operational and strategic visibility over property room supply and demand, it itemizes physical inventory counts, sold rooms, available rooms, out-of-order capacity, and occupancy percentages across all room categories over specified date ranges.

By organizing room supply data by date (Date) and category identifiers (Room Type Name, Room Type Code) alongside physical room counts (Total Inventory, Available, Sold, Out of Order) and mathematical percentage allocations (Available %, Sold %, Down %), this report enables revenue managers, front office leads, and night auditors to optimize daily yield strategies, manage oversold room categories (such as unassigned Standard Room / CSTN virtual blocks), monitor out-of-order room impacts, and maintain accurate manual walk-in or phone booking controls during PMS network outages.

Key Capabilities

Room Inventory & Availability Audit: Itemizes physical room supply (Total Inventory) against net available rooms (Available) across every configured room category.
Downtime Room Allocation Matrix: Serves as an indispensable fallback document during PMS network disconnections or system outages, allowing front desk agents to sell remaining inventory and assign walk-in guests without double-booking.
Category Occupancy & Yield Tracking: Calculates exact category-level occupancy performance (Sold %) and remaining capacity (Available %) to guide dynamic pricing and rate restriction decisions.
Out-of-Order (OOO) Impact Analysis: Quantifies rooms placed out of service for maintenance or deep cleaning (Out of Order) and measures their proportional impact on total property inventory (Down %).
Virtual Block & Overbooking Control: Highlights negative availability states (e.g., CSTN / Standard Room virtual blocks showing negative Available values) to alert front desk managers to reassign unallocated bookings to physical room types prior to guest arrival.

Report Views & Functional Breakdown

The Room Availability Report presents room inventory and booking data in a unified, single-table master matrix supporting three primary operational perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                     ROOM AVAILABILITY REPORT                           │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Date & Room Category  │ 2. Inventory & Booking   │ 3. Maintenance   │
│    Identification        │    Capacity Audit        │    & Down % Trace│
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Date & Room Category Identification

Monitors target calendar dates, room category titles, and system category codes across the reporting window.

Primary Use: Scanning daily room category availability to align front desk room assignments and check future booking dates.
Key Metrics: Date, Room Type Name, Room Type Code.

2. Inventory & Booking Capacity Audit

Tracks total physical inventory, net available rooms, sold room counts, and percentage allocations.

Primary Use: Evaluating daily category sales performance, monitoring remaining sellable capacity, and managing virtual/unassigned room blocks.
Key Metrics: Total Inventory, Available, Available %, Sold, Sold %.

3. Maintenance & Down % Trace

Audits physical rooms removed from sellable inventory due to maintenance, repairs, or deep cleaning.

Primary Use: Tracking out-of-order room counts and coordinating room release timelines with engineering and housekeeping leads.
Key Metrics: Out of Order, Down %, Total Inventory, Date.

Image 10-14-26 at 9.55 AM.png — Room Availability 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 10 columns available in this report:

💡 Math Calculation Note: Available represents net sellable rooms (Available = Total Inventory - Sold - Out of Order). Sold % reflects occupancy share (Sold ÷ Total Inventory), and Down % reflects out-of-order share (Out of Order÷Total Inventory). Negative Available values indicate unassigned generic room bookings exceeding physical inventory.

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Date	Target calendar date for room inventory and availability tracking.	PMS Inventory Setup > Calendar Date	N/A
Room Type Name	Full commercial description of the room category (e.g., `1 King Suite Sofa Bed`, `2 Queen Standard`).	PMS > Room Category Description	N/A
Room Type Code	Unique alphanumeric code identifying the room category (e.g., `XKLN`, `TQNN`, `CSTN`).	PMS > Room Category Code	N/A
Total Inventory	Total physical room count constructed and configured for the category.	PMS Setup > Category Physical Rooms	N/A
Available	Net sellable room count remaining after deducting sold and out-of-order rooms.	PMS Inventory Engine > Net Available Rooms	N/A
Available %	Percentage of total inventory remaining available for sale.	Available / Total Inventory	N/A
Sold	Count of confirmed active reservations booked in the category.	Reservation System > Booked Category Rooms	N/A
Sold %	Percentage of total category inventory sold (Sold÷Total Inventory).	Sold / Total Inventory	N/A
Out of Order	Count of physical rooms removed from service for maintenance or repair.	Housekeeping / Maintenance > OOO Count	N/A
Down %	Percentage of category inventory out of order (Out of Order÷Total Inventory).	Out of Order / Total Inventory	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:
- Date & Category Locators (Cols 1–3): Date | Room Type Code | Room Type Name
- Available Capacity & Total Inventory (Cols 4–6): Available | Available % | Total Inventory
- Sales Performance (Cols 7–8): Sold | Sold %
- Out of Order & Down Status (Cols 9–10): Out of Order | Down %

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 Room Availability report features an interactive pie chart to help analyze room supply allocations and category availability distributions. Users can group room availability entries on the fly by Room Type Name or Room Type Code to evaluate daily room supply trends and category sell-outs. By selecting a metric from the Select Base Column dropdown menu—such as Total Inventory, Available, Sold, or Out of Order—the chart dynamically renders percentage share breakdowns accompanied by an interactive color-coded legend.

Image 10-14-26 at 10.02 AM.png — *Group By & Pie Chart Visualization*

Bar Chart Visualizer: The Room Availability report includes an interactive bar chart to help analyze room supply allocations, sold volumes, and inventory availability trends over time. By adjusting the Select Column (Y-Axis) dropdown menu, users can dynamically toggle the chart view to plot metrics such as Total Inventory, Available, Sold, or Out of Order chronologically alongside the detailed room availability data grid.

Image 10-14-26 at 10.06 AM.png — *Bar Chart Visualizer*

Advanced Controls

Downtime Contingency Printing & Exporting: Automatically schedule a daily PDF/Excel export prior to shift handovers (e.g., 06:00, 14:00, 22:00) to maintain an updated physical room availability matrix at the front desk.
Filtering: Filter data by Available < 0 to identify overbooked room categories requiring immediate pre-blocking or upgrade reassignments.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight sold-out room types (Available = 0), negative availability states, or high out-of-order room counts.

Within 🛎️ Front Desk & Guest Services & 🚨 Downtime & Contingency:

Arrivals List – Essential downtime contingency manifest tracking expected arrivals, room pre-blocking, and payment guarantees.
In House List – Core downtime contingency manifest detailing active room occupants, rate plans, and room assignments.
Departures List – Downtime contingency manifest tracking daily expected check-outs and folio settlement states.
In House Guest Balances – Emergency downtime register auditing active in-house room balances and credit limits.

Cross-Pillar Deep Dives:

🧹 Housekeeping & Facilities: Cross-reference out-of-order room counts (Out of Order) with Maintenance Activity or All Rooms to expedite maintenance releases.
📈 Revenue & Sales: Analyze category sold percentages (Sold %) alongside Rate Plan Summary or Rate Plan to optimize room rate restrictions and yield controls.