Reviewing Total, Group, and Transient Availability
The sales representative, event execution user, and the revenue manager can use the Property screen, Total Availability view to gain a better understanding of the total sleeping room availability information for a property. The Total Availability view contains a Property form, a Date query form, and three read-only lists.
A Dates/Notes and a Go to Diary button are available for the Total Transient Availability and Total Group Availability lists. See Reviewing Total Group Availability for more information on these buttons.
The Property form provides high-level information about the property in the Key Property Information, Property Classification, Capacity Information, Systems Information, Units Information, and Rating Information sections of the form.
Use the Date form to query for a different start date and view the availability numbers for an eight-day range, starting with the specified date. The start date specified in the query is displayed synchronously across the three lists. Under the Date form, three lists show availability figures by total, group, and transient availability. By default, all three lists show availability counts, by type, starting with the current date. The date fields in the various sections of the view interact in the following ways:
In the Date form, when you complete the Date field and click Search, the first dates in the three lists change to match the Date field value in the form.
In the Total Availability list, when you run a query with a date or click the arrow buttons, the dates in the lists that follow change to match the dates in the Total Availability list.
In the last two lists, when you change the dates either by querying or by clicking the arrow buttons, the dates in the Total Availability list do not change to match.
The Total Availability list shows the total for the transient and group information. It provides a snapshot view of the total number of available sleeping rooms.
The following table describes the information that appears in the rows in the Total Availability list.
| Field | Comments |
|---|---|
Capacity |
A calculated field that displays a sum of the all the sleeping rooms for the property. |
Group Picked Up |
Total number of sleeping rooms that were actually picked up from blocked group rooms. |
Total Authorized |
Calculated value. The total number of sleeping rooms available for the property. |
Total Booked |
Calculated value. The sum of blocked group and transient rooms. |
Total Available |
Calculated value. The number of rooms available for booking. |
Occupied% |
The ratio of the total booked to capacity. |
Actual Available |
The difference between capacity and total booked. |
Sell Notes |
Revenue managers can flag days as high priority for event sales and add sell notes to describe the sales strategy the property is implementing. This row shows the number of sell notes that are applicable on that given date. |
The Total Group Availability list available from these screens is identical to the list that appears in the Property screen, Total Group Availability view.
The Total Transient Availability list shows the number of transient sleeping rooms available for a particular property. The numbers are broken down further into types that include:
Transient Booked
Transient Available
Transient Optimal
Sell Notes
Transient availability information is typically populated by system integrators.
This task is a step in Process of Managing Hospitality Event Inventory.
To review total availability
Navigate to the Property screen, then the Properties view.
From the Properties list, query for the property record.
In the Property record, click the link in the Property Name field.
Click the Total Availability view tab.
(Optional) Enter a date and click Search.