Hotel booking report

How busy were the rooms

The hotel booking report is under HMS, then Reports, in the web back office. Pick a date range and it shows the number of bookings, guests, nights and the amount for that period. You do not need to export the booking list to a spreadsheet and count it yourself; the totals are on one screen.

Each figure is split by booking status: received, confirmed, cancelled and pending. That matters, because a busy month with a lot of cancellations is not the same as a busy month that stayed busy. Confirmed bookings are what you can count on, while pending ones are worth chasing before the dates arrive.

Who is staying and how

Beyond the totals, the report breaks down your guests and bookings. Adults versus children tells you whether you are mostly hosting business travellers and couples or families. The distribution charts show rooms per booking, nights per booking and guests per booking, each grouped from 1 up to 6 or more.

These shapes help with real decisions. If most bookings are one night, a coupon for longer stays might be worth testing. If many bookings include children, extras such as a cot or a breakfast for kids, set up under Extras, may sell well. Check these shapes every few months, by season.

• Bookings, guests, nights and amount
• Received, confirmed, cancelled and pending
• Adults vs children
• Rooms per booking
• Nights per booking, 1 to 6+
• Guests per booking, 1 to 6+

Where the data comes from

Every number comes from bookings made under HMS, then Bookings. A booking has a status, arrival and departure dates and times, one or more rooms with their type, room number, adults, children and price, plus any extras, discounts, coupons and payments. Keeping statuses up to date, especially marking cancellations, is what keeps the report honest.

Room rates come from Prices, where you set a default price per night for each weekday and special prices by number of adults and children. Under Unavailable you can block rooms for a date range, for example during renovations. Getting rooms, prices and statuses right at the start means every report afterwards is accurate.

Day to day, use the dashboard

The report looks back over a period. For today, the HMS dashboard shows rooms booked and available, pending bookings, guests staying tonight, and who is arriving and leaving. The availability calendar shows each room type by date, with a jump to any date you need. Front-desk staff usually start the day there.

HMS booking totals also feed the core profit and loss report, so room revenue appears with the rest of the business when you look at profit, for example when a hotel also runs a restaurant on the SeroPOS till. Owners then see one profit figure for the whole property rather than two separate sets of numbers.

Part of the Hotel add-on

Room booking, including this report, comes with the Hotel add-on module rather than the Standard or Pro plan itself. It adds rooms and room types, nightly pricing, bookings with extras and coupons, an availability calendar, blocked dates, booking PDFs and a new-booking email to guests. Staff can also print a booking PDF for any guest.

Bookings are entered by your staff in the back office. There is no public online booking page, so guests book by phone, email or at the desk, and staff record the booking in HMS. Settings let you set a booking prefix, the PDF footer text and the new-booking email template.