To find the General Report, go to Reports in the menu of your admin space, and click on the Reports subsection. The General Report is on the top of the reports list.
From here, tick the box to select the General report. A pop up will appear: click on Next.
Next, choose the email address you want the report to be sent to, and the dates for which you want to extract the report. Finally, click on Send reports.
The indicators section gathers your main KPI (key performance indicators) that you should follow when running your property. Below, a definition is provided for each of the KPIs, along with some examples.
- Total Rooms sold: This is the number of rooms that you have sold during the period based on the stay dates of the guest(s). It does not include cancelled bookings.
For example, if you export the report from May 1st to May 5th, and you have 1 booking for 1 room from May 1st to May 5th, and 1 booking for 1 room from May 4th to May 8th, then your number of rooms sold is 7. Indeed, you only take into account the rooms that were sold during the period you chose, and we ignore the rooms sold on May 6th, 7th and 8th.
- Total Available rooms: This is the number of rooms that could have been sold during the period. To get this number, we take the total number of rooms in your property and we multiply it by the number of nights in the period you selected. We then subtract all rooms that are out of inventory (the rooms that you have blocked on your calendar and set as out of order or out of inventory).
For example, if your property has 5 rooms and you have exported the report for May 1st to May 5th, then you have 5 rooms x 5 nights = 25 rooms available. You have someone coming to do some maintenance work on one of your rooms between May 1st and 3rd and have therefore marked it as out of order for those 3 days, then your number of available rooms is (25 - 3) = 22.
- Occupancy rate (in %): This is the percentage of rooms that are occupied out of all your available rooms, without taking into account cancelled bookings.
For example, if you have 22 rooms available, and 9 of those rooms are booked, then your occupancy rate is (9 / 22 =) 40.9%. If a booking of 1 room gets cancelled, then your occupancy rate becomes (8 / 22 =) 36.4%.
The occupancy rate is a great indicator for revenue management, especially when compared with a similar period in the past (last month or last year for example). Obviously, you want your occupancy rate to be as high as possible. Remember that occupancy is just one of the many indicators and you should also consider your RevPar, RevPac and ADR when looking at your property's revenue metrics.
- Room revenue: This is the total revenue coming from your occupied rooms. It doesn't include the revenue from extra charges, and doesn't take into account cancelled bookings. It is calculated by summing all the room charges from your bookings.
- Average Daily Rate (ADR): This is the average room rate per room booked. It is calculated by dividing your room revenue by the number of rooms sold. It only takes into account the room revenue, not the city tax, other extra charges revenue nor cancelleld bookings.
For example, if you have made 5000€ over a period, and in that same period, you sold 35 rooms, then your ADR is (5000/35) = 142.9€.
The ADR allows you to understand the performance of your property and decide if you need to improve it to maximise your rates. Remember that ADR doesn't include the revenue from extra charges and it does not consider your costs and expenses so it only tells you one side of the story.
- RevPAR (Revenue Per Available Room): This is your revenue per available room. It is calculated by dividing your total room revenue by the total number of available rooms.
For example, if you have made 5000€ over a period, and you have 10 rooms available, then your RevPar is (5000/10=) 500€.
The RevPAR is an indicator of how much each of your rooms is bringing in per night. When considered with the occupancy rate, the RevPar allows you to maximise your nightly rates. Just like the ADR, the RevPar doesn't take into account your costs and expenses so it is not a good indicator of profit.
- RevPAC (Revenue Per Available Customer): The RevPAC is calculated by dividing your total revenue (including extra charges) by your total number of guests. It allows you to understand how much money a single guest generates. It doesn't take into account cancelled bookings.
The RevPAC is an indicator on which you and your staff can easily act with very simple actions such as upselling your guest to a more expensive room upon their arrivals, offering them activities at the property such as a SPA treatment or a bike rental. Keep in mind that your can improve your revenue by increasing your RevPAC without any changes in your Occupancy Rate
- Average length of stay : This is the average number of days in bookings. It gives an indication as to whether your property is getting more short or long stays.
As a general rule, you want to avoid having a very short average LOS because it means more work for your staff (more check-ins, check outs, room cleaning etc...). Usually a longer LOS is the key to more revenue and an increased customer loyalty.
- Number of guests : This is the number of guests that stayed at your property
- Number of breakfasts sold: This is the number of breakfasts you have sold either as extras or as part of the room rate.
- Breakfast capture rate: The capture rate is obtained by dividing the number of breakfasts sold by the number of guests present at your property. This indicator allows you to understand how many of your guests actually purchase a breakfast in order to know if you need to try to sell more or not.
Breakfasts coming from OTA bookings are not included unless you have manually added. Therefore, "Breakfasts sold" and "Breakfast capture rate" only apply to manual and direct bookings.
The revenue summary allows you to see the revenue generated by:
- Accommodation If you have different VAT rate for your accommodation, then you will have a revenue summary for each accommodation.
- Reception hall, if you have them.
- Extra charges.
If you are looking for a break down of your revenue by category of extra charges, you can download the charges reports by going into the Reports menu, submenu "Reports".
Registered payment summary
This section gathers all the payments you have received for the selected period, by type of payment.
If you are looking for the list of bookings that remain to be paid, you can download the "Unpaid bookings report" by going into the Reports menu, submenu "Reports".