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The Availability Report explained

The Availability and Occupancy Report, including the Total Occupancy Rate Graph, is a valuable tool for optimising room inventory and maximizing revenue. Learn via this article the ins and outs of this report.

The Availability Report can be found via the main menu under Reports- Availability:

 

In the date range picker chose the period you would like to view the details for:

 

The report shows you the actual Availability (rooms left to sell) and the actual Occupancy per day (Rooms sold) in a graph for clearer visualisation. :


In the Top Half of the table you will see:

  • Room Type - All room types that are physically available (inventory) at the property and currently active in your PMS.
  • Base - The base inventory, representing the actual number of rooms being sold for this room type.
  • Average Availability - Shows the average this particular room is available.
  • Dates - Showing you the dates and days of the week and the availability per room type per day.

 

In the middle part of the table you will see:

  • Total OOO - Total of Out Of Order rooms (not for sale) on particular dates.
  • Total On Request - For rooms with 'On Request' status, reservations will need to be manually cancelled at a specified release time if guest confirmation is not received. You can set a release time for each On Request reservation to manage this process efficiently and automatically. Mind you: The room within the room type booked is NOT taken out of the availability.
  • Total Sold - The total sold rooms of all room types combined. 

 

Total Available Base availability - The actual number of rooms (inventory) in your property. This total is the total of all room types combined. Therefore this property of the example below, has an inventory 55 rooms.

Rooms which are set Out of Order will be taken out of the inventory, therefore the Total Available Base rooms will be less:

 

Total Occupancy - The total of rooms sold/occupied per day  in percentages:


Export Options: The report likely includes options to export the data in Excel format for further analysis and sharing:

 

📝Note:

Please note that the figures in this report reflect the actual number of available rooms per day at your property.

The availability shown here always displays the real-time count of rooms physically available. Even if availability is adjusted manually in the Rates section of the system.

*The only status that affects the availability is the OOO status, as this will be taken out of the inventory.

This means: Base Inventory - Sold rooms - OOO rooms = your physical actual availability.

*On Request is not taken out of the inventory and until this reservation is confirmed it is still available to be sold.

 

Example:

On October 2nd there are:

  • 3 rooms Total Sold( 2 SGL and 1 Deluxe). 
    This can be checked if you search for the 'In House' criteria on the specific date in the Booking list Filter:
    The green highlighted reservation is On Request and therefore does not count in the Total Sold Rooms:
    N.B.:
    To check the On Request status click on the eye icon behind the reservation and check status in the pop up that appears:
  • One single room is marked as Out of Order (OOO), which means it is removed from the available inventory. As a result, the report will show 23 available single rooms instead of 24:

 

As said: the manually adjusted availability will not affect the availability report.

On this date, October 2nd, the availability for the single room was set on 20 in the Rates Feature of the system:

 

The Availability Report, however, remains unchanged:

26 Base Available - 1x OOO room - 2x sold rooms =  23: 

 

 

Total Occupancy Rate Graph:

A bar graph visually representing the daily total occupancy rates. 

  • Trends: The graph helps visualize trends in occupancy over the selected date range.


X-Axis: Represents the dates within the selected date range:

Y-Axis: Represents the occupancy rate percentage (0% to 120%):

The occupancy rate percentage per date is displayed above each bar:



🛠️Troubleshooting:

  • Data Discrepancies: If you notice any discrepancies in the data, ensure that the date range is correct and that all room data is accurately entered into the system.
  • Graph Display Issues: If the graph is not displaying correctly, ensure your browser is up-to-date and that JavaScript is enabled.
  • Report Generation Issues: If you encounter issues generating the report, please contact our support team: email support@noovy.com or by phone + 31 20 532 1781.