Understanding Occupancy % in VM PMS (Cloud)
Visual Matrix PMS displays Occupancy % in several areas. The percentage may not always match from one screen or report to another because each area is designed for a different purpose. Some areas show current occupancy, some show forecasted occupancy, and others show finalized audited occupancy. Use this article to identify where Occupancy % appears and which screen or report should be used depending on what you are trying to confirm.
Where Occupancy % Appears in Visual Matrix PMS
Why Occupancy Percentages May Not Match
Occupancy % may differ between screens or reports for any of the following reasons:
Why does the Occupancy % from the Dashboard does not match the Occupancy % in Hotel Status?
The Occupancy % shown on the Dashboard and in Hotel Status may not always match because they are designed for different purposes and can use different calculation logic.
Hotel Status is generally used as the property's current operational occupancy view and should be refreshed before reviewing the statistics.
The Dashboard may calculate occupancy differently depending on the property's configuration, particularly how Out of Order (OOO) rooms are handled. In addition, the Dashboard's Occupancy (Forecast) tile opens the Room Rack Summary, which includes both a current Occupancy % and a Forecasted Occupancy %.
As a result, occasional differences between the Dashboard and Hotel Status are expected and do not necessarily indicate a system issue.
Out of Order room handling is different
Room Rack includes OOO rooms in the total room count but does not count them as occupied. The Dashboard can include or exclude OOO rooms differently depending on the Dashboard Occ W/O OOO parameter. Sources: View Room Rack Statistics Snapshot (Cloud) and Get Out of Order Rooms Excluded from the Dashboard Occupancy Rate (Cloud).
Current occupancy and forecasted occupancy answer different questions
Room Rack Occupancy % shows current occupied rooms, while Room Rack Forecasted Occupancy % calculates expected occupancy after today’s check-ins and check-outs. Source: View Room Rack Statistics Snapshot (Cloud).
Hotel Status is a current-day operating snapshot
Hotel Status shows today’s live room-sales activity and must be refreshed before reviewing the latest statistics. Sources: View Front Office Supervisor Hotel Status (Cloud) and Mgmt Hotel Status (Cloud).
Forecast reports use filters
Occupancy Forecast reports can change based on selected date range, group allocations, Out of Order room options, non-guaranteed reservation options, and tax-inclusive settings. Sources: FO Occupancy Forecast Report (Cloud) and Sales & Mktg Occupancy Forecast Report (Cloud).
Audited reports use finalized formulas
The Night Audit Daily Report reflects audited activity and uses a Statistical Recap formula that can include no-shows, late check-ins, and OOO rooms unless the Dashboard Occ W/O OOO feature is activated. Source: Night Audit Daily Report (Cloud).
When you see that two occupancy percentages do not match, first identify which two locations you are comparing. Then confirm whether each number is:
- Current room status
- Current-day operating KPI
- Same-day forecast
- Future forecast
- Revenue Management forecast
- Finalized audited occupancy
- Stay-length occupancy analysis
Make sure Refresh was clicked, and whether you are using the Dashboard Occ W/O OOO setting or not. Hotel Status and report screens depend on Refresh for the latest data, and the Dashboard OOO setting can affect both Dashboard occupancy and activity reports, like the Daily Report.
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