Occupancy, move-out and vacancy reports
Five reports show where your beds stand and where they are going. They are occupancy now, occupancy night by night and residents with their length of stay. Then move-outs by month with the reasons, and the beds that will come free. The Enquiry Funnel shows where new residents come from and where you lose them.
PLANSEvery plan
The problem it solves
- You know how many beds are full today, but not whether the property is filling or emptying over the year.
- Residents move out and nobody records why, so the same complaint drives the next ones away.
- A bed falls free at the end of the month and the desk finds out on the day.
- You pay brokers and listing sites without knowing which source brings residents who book.
How it works
- Every night the system refreshes each bed's status and saves a row per property and room type. It holds beds, occupied, on notice, reserved, vacant, blocked and the occupancy percentage.
- A manager opens Stay > Reporting and picks a report: Occupancy, Occupancy Trend, Residents, Move-outs (Churn), Upcoming Vacancies or Enquiry Funnel.
- Each opens as a pivot table, a chart or a list. Group by property, block, room type, gender, category, entity or month to see where the change is.
- Upcoming Vacancies lists the residents on notice with their exit dates, so the desk can offer those beds now.
- Click any number to open the beds, stays or enquiries behind it, or export the table to a spreadsheet.
Everything it does
Occupancy (now)
- Beds by status per property: Vacant, Reserved, Occupied, On Notice, Blocked
- Pivot, stacked bar chart or list
- Group by block, floor, room type or gender to find the free beds
Occupancy Trend
- One row a night per property and room type, written by the nightly bed job (just after midnight)
- Beds, occupied (on notice included), on notice, reserved, vacant, blocked, and occupancy %
- Occupancy % counts occupied beds out of beds not blocked; averaged when rows are grouped
- Opens as a line chart of the last 30 days; filters Last 30 Days and Last 12 Months
- Group by property, room type, entity or month
Residents
- Each stay: resident, property, room type, category, move-in, exit date, days stayed, notice reason, status
- Days stayed counts to today for residents in house, in the property's own time zone; averaged in totals
- Notice shortfall in days, where a resident left before the notice period ran out
- Filters In House, On Notice, Moved Out; Move-in and Moved Out date filters; cancelled bookings left out to start with
Move-outs and vacancies
- Move-outs (Churn): residents who left, grouped by month and property, with the notice reason; as a chart, pivot or list
- Upcoming Vacancies: residents on notice with their exit date, by property
- Group by category, room type or notice reason to see who leaves and why
Enquiry Funnel
- Enquiries by source and status: New, Contacted, Visit Planned, Booked, Lost
- Sources: walk-in, phone, website, app, Google / maps, social media, referral, broker, campus or employer tie-up, other
- Lost reasons are your own list, under Configuration
Access
- Stay > Reporting is shown to property managers and owners
- A manager sees the properties where they are manager, warden or desk; an owner sees every property of their entities
Who uses it
Owner / AdministratorCompares occupancy and move-outs across properties and months.
Property managerWatches the trend, reads why residents leave, and hands upcoming vacancies to the desk.
Front deskWorks the enquiries and books the beds that the vacancy list shows coming free.
Where you use it
- Web: Stay > Reporting > Rooms and Residents > Occupancy, Occupancy Trend, Residents, Move-outs (Churn), Upcoming Vacancies, Enquiry Funnel
- The SmartMy Stay Staff app: occupancy and its 30-day trend on the managers' Dashboard. Built and in testing, not in the app stores yet
- Not on the resident portal or app
- Not renamed yet: forms, fields, reports and messages still say Hostel, such as the Hostel field and Hostel Invoice; the menus say Stay and Properties
What you control
Settings
- Lost reasons for enquiries, under Stay > Configuration > Rooms and Residents > Lost Reasons
- Blocked beds are left out of occupancy. Block a bed under repair so it does not lower the figure (it still counts towards the beds your plan bills)
Questions
Can I see occupancy for last year?
Yes, from the day you started on SmartMy Stay. A row is saved every night; nights before you went live are not there.Do blocked beds count as empty?
No. Occupancy counts occupied beds, those on notice included, out of the beds that are not blocked.Can I see why residents leave?
Yes. The reason given with the notice to vacate is on each stay. Move-outs (Churn) and Residents can be grouped by notice reason.Can I download these reports?
Yes. Every report exports to a spreadsheet from the list or the pivot table.Which enquiry source brings the most bookings?
Open Enquiry Funnel: enquiries by source down the side and by status across, so you see how many of each source were booked or lost.Related features
PORTAL AND APPSDashboard for managers and ownersManagers and owners open the staff app on a dashboard. It shows occupancy now and over 30 days, beds by status, and who arrives and leaves. It also shows rent due by age, money invoiced and collected this month, deposits held, enquiries and open issues. With several properties it adds them up first, then shows each one. The web has its own dashboard.REPORTSReports across every branch and entityAn owner with several buildings, or several firms that own them, reads every Stay report for all properties at once. They compare them side by side. Group or filter by Hostel (the property) or by Entity; each manager still sees only the properties they run.REPORTSDues, collection and daily-life reportsReports for the money and the daily life of each property. They cover unpaid invoices by age, and what was invoiced, collected, waived and still due. Also electricity by room and by resident, roll-call attendance, late entries and incidents.STAYSNotice to vacate and the exit dateA resident gives notice from the portal or the app, or the desk records it. The exit date is proposed from the notice period and the days short are counted. The bed is free for the next resident from that date.ENQUIRIES, BOOKINGS, WAITLISTEnquiries, site visits and the funnelEvery person who asks for a bed is an enquiry with where they came from, what they want and who follows them up. Plan a site visit, book a bed straight from the enquiry, or close it with a lost reason, and see which sources fill your beds.HOSTELS, ROOMS, BEDSBed map with the status of every bedSee every bed room by room, coloured by its status: vacant, reserved, occupied, on notice or blocked. Each bed shows who is in it, from when it is free and every stay it has had.
See it with your own beds and rent plan.
Tell us how many beds and properties you run. We will show you a booking, a month of rent and a move-out, set up the way your PG works.