The occupancy report is one of the first numbers to check when you want to know how your property is performing. It tells you how many rooms you sold, how many you had available, and what percentage was occupied over a chosen period.
Occupancy moves a lot with season, day of the week, weather, local events, and competition — so analyse it in context.
Generate the report
1. Open the Reports list
From the admin sidebar, go to Reports > Reports. Scroll until you find Occupancy report.
2. Select the report
Tick the checkbox next to the Occupancy report. A pop-up appears — click Next.
3. Choose dates and send
Pick the email address to send the report to and the date range you want to analyse. Click Send reports. The Excel file lands in your inbox shortly.
What's in the report
The Excel file has the following sections (one column per month in your date range):
Daily room sales — a 31-row × N-month grid showing how many rooms were sold each night.
No-shows — total no-show bookings per month.
Cancellations — total cancelled bookings per month (counted by cancellation date).
Occupancy per rate plan — nights sold per rate plan (Standard, Non-refundable, etc.).
Occupancy per client type — nights sold to individuals vs. companies, plus the percentage sold to companies.
Occupancy per room type — for each room category, the number of nights sold and the occupancy percentage.
Total bookings — total bookings per month.
Occupancy rate — overall occupancy percentage per month.
Growth — month-over-month change in occupancy rate (green if up, red if down).
How each number is calculated
Rooms sold — counted by stay night within the selected period. Only nights inside your date range are included. The departure night is not counted.
Example: a booking from May 1 to May 5 covers 4 nights (May 1, 2, 3, 4). A second booking from May 4 to May 8 contributes May 4 only to a May 1–5 export. Total = 5 nights. May 6, 7, 8 fall outside the range and are ignored.
Available rooms — total rooms in each category × number of nights in the period, minus rooms blocked on the calendar (Out of Order or Out of Inventory).
Occupancy rate — rooms sold ÷ rooms available, expressed as a percentage. Cancelled bookings are not counted as sold.
Example: 22 rooms available, 9 booked → 9 / 22 = 40.9%. If 1 booking is cancelled, the rate becomes 8 / 22 = 36.4%.
Client type — based on whether the client linked to the booking is an individual or a company in their profile.
Growth — the difference in occupancy rate between one month and the previous month in the export.
Important rules
Cancellations are counted by the cancellation date, not the stay date. A booking cancelled in May for a November stay appears in May's totals.
Cancelled bookings are excluded from rooms sold and from the occupancy rate.
Rooms set as Out of Order or Out of Inventory on the calendar are removed from available rooms.
Cottage bookings show as one row per linked room — not as a separate cottage line. This keeps category totals accurate.
FAQs
How are no-shows different from cancellations?
How are no-shows different from cancellations?
A no-show is a confirmed booking whose guest never arrived. A cancellation is a booking explicitly cancelled before arrival. Both appear on their own monthly summary lines and are tracked separately.
Why don't I see my cottage as a separate line?
Why don't I see my cottage as a separate line?
When a cottage is booked, the report shows each of its linked rooms instead of the cottage itself. This keeps the rooms-sold and occupancy totals consistent across categories.
Are cancellations counted by stay date or cancellation date?
Are cancellations counted by stay date or cancellation date?
By cancellation date. If you cancel a November booking on May 5, the cancellation lands in the May report — regardless of when the stay was due.
Why is my occupancy lower than I expected?
Why is my occupancy lower than I expected?
Two reasons usually explain it: cancelled bookings are removed from rooms sold, and rooms you blocked on the calendar (Out of Order / Out of Inventory) are removed from available rooms. Check both before comparing with other sources.
Why don't the nights match my booking count?
Why don't the nights match my booking count?
The report counts nights stayed, not bookings. A 4-night booking adds 4 to rooms sold (not 1). Only nights inside your export date range are included.