Function Room Utilization report
The content of this page is specific to the Delphi product type only. If you are using the Delphi Core product type and want to learn more about the Delphi product type, contact your sales representative.
You can use the Function Room Utilization report to see how much time a particular room is in use over the course of a day. You can analyze how event attendance compares to the room's capacity and see a summary of revenue generated for the space. With these metrics, you can make decisions on how to get the best use out of your space for the highest revenue return.
Additional information:
- This report is only available with version R48 or higher.
- Enablement tasks must be completed by corporate and property administrators before you can run the report. View the enable Function Room Utilization report page for more details.
- Booking events that were created before upgrading to R48 might initially display estimated revenue. Trigger an update to the booking event, such as clearing and reselecting the 'done' checkbox. When you click Save, the report shows actual revenue.
To run the report
- Navigate to Amadeus Reports.
- Under Event, click Function Room Utilization Report.
- Complete the report criteria.
Field Description Event Start Date and End Date Enter the date range for the events to include in the report. By default, the date range is set to the first day of the previous month and the last day of the next month. Historic or future date ranges can be used but must not exceed three months. Event date refers to the events on a specific date, regardless of the booking's arrival and departure dates.
Property Select the property to include in the report. Only properties you have access to are shown, and you can only select one property at a time. Room Type Select to view one of the following: - Indivisible – This is a list of function rooms that cannot be divided into other rooms.
- Parent – This is a list of function rooms that have been identified as Parent Rooms via the Parent Room for Utilization Report setting on the Function Room page.
Your property administrator designates which rooms are considered parent rooms for the purposes of this report. If you want to understand more, visit the topic that explains parent rooms.
Function Rooms Select the function rooms to include in the report. By default, all applicable rooms are included based on the Room Type selection. For the report to run accurately, the area field in each Function Room page needs to be completed.
Event Classifications Select the event classifications to include in the report. By default, all are selected. Function Room Occupancy Select to view one of the following: - Percent of Day Occupied – The day is divided into time periods: Morning, Lunch, Afternoon, and Evening. Any event, regardless of the duration, results in 100% function room occupancy for that period. If no scheduled events for that period exist, the field displays 0% occupancy.
Percent of Time Period Occupied – The day is divided into time periods: Morning, Lunch, Afternoon, and Evening. With this option selected, the value reflects the percentage of time in use in relation to the duration of the period.
For example, if the morning period is 6:00 AM to 11:00 AM (300 minutes) and the event is for one hour (60 minutes), the report displays 20%, which is 60 minutes divided by 300 minutes.
Percentages exceeding 100% indicate multiple events for the same group are in the function room during the time period. For example, the percentage displays over 100% if the break takes place in the same function room as the meeting.
Your selection needs to be based on what information you want to display:
- To see the monthly function room utilization, set the Function Room Occupancy by Percent of Day Occupied.
- To see the daily function room utilization, set the Function Room Occupancy by Percent of Time Period Occupied.
Users Select the users to include in the report. By default, all users are selected. Users Role Select the user role to include in the report. By default, Booked By is selected. Status Type Select Booking or Event. By default, Event is selected. Status Select the statuses to include in the report. By default, all active statuses are selected. Display In Room Time Period Select the option that reflects the data to display: - Max Attendance – This displays the maximum number of attendees for the event, or the highest attendance if multiple events are in the room.
- Occupancy % – This displays how much of the function room is used. This is based on the capacity of the event, compared to the default maximum capacity of the space.
- Occupancy % & Status Color – This displays Occupancy % information and the status color.
Status Letter – This displays the status of the event in the room. If multiple events are in the room, the highest status displays.
If the function room is blocked directly in the indivisible or parent room, a capital letter displays. If the room is not available because it is being used as part of a combination room, a lower-case letter displays.
Status Color – This displays the color of the status for the event in the room. If multiple events are in the room, the highest status color displays.
The Status Type report option determines which status displays, either event or booking status.
Revenue Classifications Select the revenue classifications to include in the report. By default, all revenue classifications are selected. Show Detail Select Expanded if you want each revenue section to be open or Collapsed if you want them to be closed. This report field is dependent on what you select in the Show Event Revenue Detail field. Show Event Revenue Detail Select Yes to see the event revenue broken down into individual parent revenue classifications. Revenue classifications include: Food, Beverage, Resource, Audio Visual, Administrative Charge, Other, Function Room Rental, and Additional. Default Time from Property Select Yes to use the Morning, Lunch, Afternoon, and Evening Hours you have entered on the Property page under Additional Property Information. Select No to enter preferred times for the report. If Yes is selected and no times are specified in the Property page, the report uses the default times provided in the Begin Time fields.
Morning Begin Time (HH:MM AM/PM) Enter a time that begins the morning time period. By default, the time is set to 06:00 AM. Lunch Begin Time (HH:MM AM/PM) Enter a time that begins the lunch time period and ends the morning time period. By default, the time is set to 11:00 AM. Afternoon Begin Time (HH:MM AM/PM) Enter a time that begins the afternoon time period and ends the lunch time period. By default, the time is set to 02:00 PM. Evening Begin Time (HH:MM AM/PM) Enter a time that begins the evening time period and ends the afternoon time period. By default, the time is set to 06:00 PM. Evening End Time (HH:MM AM/PM) Enter a time that ends the evening time period. By default, the time is set to 01:00 AM. - Click View Report.
The following information displays for the selected property and each month in the pattern date range. The report displays the following for all function rooms included in the report and then the details for each function room.
Daily % This displays the total daily occupancy percentage for the function rooms. When you run the report for the Percent of Time Period Occupied, the Daily % is the sum of all totals for each function room. This can lead to an overage as time periods over 100% are included.
Attendance This displays the total attendance number for each day. The report provides the grand total at the top of the report before detailing each function room. Revenue This displays the total event revenue for each day. The report provides the grand total at the top of the report before detailing each function room. The report uses the most current event revenue available: forecasted revenue before the event is marked done, and actual revenue after it is marked done. This is also known as blended revenue.
All revenue displays exclusive of taxes and service charges.
Time Period % The following fields display: Morning %, Lunch %, Afternoon %, and Evening %. Results vary based on your selections for the Display In Room Time Period and Function Room Occupancy fields.
Graph This is a visual representation of daily occupancy percentage for the selected property and month in the pattern date range.
The data in the report can be delayed by up to 15 minutes. If the data does not match what you expect to see, run the report again.
Next steps
- To export the report data, click Export (
) and select a format. - To scroll through a multipage report, use First Page (
), Previous Page (
), Next Page (
), and Last Page (
). - To change the report zoom, use the Zoom drop-down list.
- To print the report as a PDF, click Print (
). - To use the search field, enter the first few characters of the word you want to find and press Enter or click Find. Click Find Next to view the next instance that matches your search criteria.