Occupancy: how it is calculated

Why	See how full the property is for a date or a period — without a separate report.
Who	Owners and administrators.
What you’ll get	You can read the ready-made occupancy indicators and work the percentage out by hand in a minute.
Limitations	There is no occupancy percentage in the interface — absolute numbers only; ADR and RevPAR are not calculated.

Occupancy is the share of rooms taken: how full the property is today or across a chosen week. There is no dedicated reporting module in the PMS — the metrics live on the dashboard, the Planner, and the finance screens, and the occupancy numbers already sit on the first two.

The map of where to look for what is in the Reports overview; this article covers which numbers are visible and how to turn them into a percentage. The examples below use a demo property of 22 rooms — plug in your own numbers, the calculation is the same.

Where occupancy is visible

The dashboard — two numbers of the day. The dashboard counts live data for today — its subtitle promises an operational overview of the shift and today’s tasks. The “Staying now” card shows how many rooms are taken at this moment, captioned “Rooms occupied right now”. The “Rooms free” card shows how many free physical rooms are left, captioned “Free physical rooms”.

Both numbers are absolute counts of rooms, with no percentages, and they are counted from the property’s live data. Each card leads straight into the picture: the “Open staying guests in the Planner” and “View free rooms” buttons.

The Planner — counters in the room-type headers. Each room type carries a header like “Single Room · 5/6” or “Double Room · 7/8”. The pair reads like this: N is the rooms of the type with a booking in the selected period, M is all rooms of the type. The closer N gets to M, the fuller the type.

The sum of M across all room types is the property’s whole inventory: in the demo example, 6 + 8 + 5 + 3 = 22 rooms.

The Planner — the day counters above the grid. “Arrivals”, “Departures”, “In-house” and “Balance due” are counted for the date picked in the date field: move the date and they recount.

For occupancy the key one is “In-house”: as many rooms are taken as there are booking bars with the “Checked in” status standing on that date. “Staying now” and “In-house” are two views of the same “how many rooms are taken”: the first counts right now, the second — for the picked date. To check the picture for a specific date, the Planner is the handier screen.

How “free” is counted

Free rooms are not “every empty row of the grid” but an exact formula: all rooms − taken by bookings − blocks. A room blocked for renovation does not count as free: it cannot be sold for those dates anyway.

An example from the demo property: 22 rooms across four room types, and room 209 is under renovation. With nobody staying, the “Rooms free” card shows 21 rooms: 22 − 0 − 1.

A block is not a booking: it never lands in the “taken” count and is subtracted as its own term. The subtraction works both ways: place a block and “Rooms free” drops, remove it and the number comes back. A block does not inflate occupancy either: a blocked room lands in neither the free nor the staying count.

A block is placed from the calendar itself: clicking a free cell opens the “Create booking” form with the “Booking / Block” switch. When the renovation is over, the block is lifted there in the same grid, the same way a booking is canceled — and the room returns to the free count.

Working the percentage out by hand

One formula: occupied rooms ÷ all rooms × 100.

• For a date, whole property — “Staying now” ÷ the total number of rooms. For any other date the same calculation comes from the “In-house” counter on the Planner: in the demo example it shows 3 taken rooms of 22 — 3 ÷ 22 × 100 ≈ 14%.
• For a date, per room type — the N/M pair from the header. A demo example: “Double Room · 7/8” — 7 of 8 rooms taken: 7 ÷ 8 × 100 = 87.5%.
• For a period — switch the period selector to “Week” (beside “1 day”, “2 weeks” and “Month”): the N/M counters recount for the selected range, and a bookings counter for the period appears next to it — 21 bookings in the demo week. The demo week’s headers read: “Single Room · 5/6”, “Double Room · 7/8”, “Twin Room · 4/5”, “Suite · 3/3” — 19 of 22 rooms taken.
• Through availability — the “Prices in cells” toggle adds the price and the availability of each date to the empty cells, that is, how many rooms can still be sold. It is the mirror value: the lower the availability for a date, the higher the occupancy.

One caveat about periods: for a period, N counts the rooms taken for at least one night of the range, so N/M overstates period occupancy. A precise percentage for a period counts nights: nights sold in the period ÷ all possible nights × 100.

What is not there

A short and honest list:

• An occupancy percentage — not on the dashboard, not on the Planner, not in the “Prices in cells” pricing mode; no highlighting of high values either.
• A bed-based count — occupancy is counted in rooms; there is no percentage by beds.
• ADR and RevPAR — the average sold room rate and revenue per available room are not calculated; these metrics do not exist in the interface.

HotelsCalendar metrics are operational: they answer what is happening today and this week and do not pretend to replace a BI system with history and forecasts.

So the occupancy percentage is on your side: the numbers above plus one formula.

See also

• The hotel day: your dashboard — the other day cards: arrivals, departures, debts.
• The Planner: how it works — the grid of room types and dates whose headers carry the N/M counters.
• The price calendar: how to read and use it — each date’s price and free rooms in one grid.
• Glossary of hotel terms — availability, room inventory, room type, and other terms.