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How to understand the numbers in the Occupancy Report

Open the Occupancy report in Reports and read every figure: rooms sold, rooms available, occupancy rate, client type and cancellations, with worked examples.

Overview

The Occupancy report shows how many rooms you sold compared with how many you had available over a chosen period, and what percentage was occupied. It's one of the first numbers to check when you want to know how your property is performing.

It helps you:

  • Monitor occupancy trends

  • Compare room categories

  • Analyse performance by client type (individual or business)

  • Track cancellations

Occupancy moves a lot with season, day of the week, local events and competition, so analyse it in context. All occupancy metrics follow the definitions in How Amenitiz calculates revenue and performance metrics.

Step by step

  1. Click Reports in the main menu.

  2. Under All reports by category, find Occupancy and click Occupancy report. You can also type its name in Search reports.

  3. Set the Period you want to analyse. The figures update on screen.

  4. To keep a copy, click Export and choose Export to Excel, or click Email to send it. See How to download or email your reports.

What's in the report

On screen, the report opens with three totals for the period: Average occupancy rate, Total rooms sold and Total rooms available. Below them, a table breaks the figures down by day and by room, with rooms sold and occupancy split between individual and business clients. Use the Grouping filter to show the table By room or By day.

The Excel export has the same figures: one row per day and room, a total line, and the number of cancelled bookings for the period, plus a sheet for each room category.

Understanding the numbers

Indicator

What it means

Rooms sold

Total number of booked room-nights in the selected period, broken down by room category and client type.

  • Counted by stay night. Only nights inside your period are included, and the departure night is not counted.

  • Cancelled bookings are excluded.

Client type

Individual or business, taken from how the guest is marked in the booking details.

Rooms available

Total number of room-nights available in the selected period, per room category.

Availability is reduced by:

  • Out of order blocks

  • Out of inventory blocks

  • Closed rates

  • Zero or negative availability

Occupancy rate

Percentage of available rooms that were booked.

Formula: Rooms sold ÷ Rooms available × 100

Occupancy can exceed 100% if you have overbookings.

Cancelled bookings

Number of bookings cancelled during the selected period.

Counted by cancellation date, not by stay date.

Cottages and linked rooms

When a cottage is booked, each of its linked rooms is counted on its own line. The cottage itself doesn't appear as a separate room.

Example

A booking from May 1 to May 5 covers 4 nights (May 1, 2, 3 and 4). A second booking from May 4 to May 8 adds only May 4 to a May 1–5 report. Rooms sold = 5 nights.

With 22 rooms available and 9 sold, occupancy is 9 ÷ 22 = 40.9%. If one of those bookings is cancelled, it drops to 8 ÷ 22 = 36.4%.

FAQs

Why don't cancelled bookings appear in rooms sold?

Rooms sold only includes confirmed or modified bookings. Cancelled bookings are counted separately, in the number of cancelled bookings.

Are cancellations counted by stay date or cancellation date?

By cancellation date. If you cancel a November booking on May 5, the cancellation counts in May, whenever the stay was due.

Why don't I see my cottage as a separate line?

When a cottage is booked, the report counts each of its linked rooms instead of the cottage itself. This keeps rooms sold and occupancy consistent across categories, and it's why occupancy can look high for cottages.

Why is my occupancy lower than I expected?

Two things usually explain it: cancelled bookings are removed from rooms sold, and blocked rooms (out of order or out of inventory) are removed from rooms available. Check both before comparing with other sources.

Why don't the rooms sold match my number of bookings?

The report counts nights, not bookings. A 4-night booking adds 4 to rooms sold, not 1, and only the nights inside your period are included.

Can I export the report to Excel?

Yes. Click Export on the report and choose Export to Excel or Export to CSV, or click Email to send it.

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