Dashboard Description

The Dashboard View is one of the landing pages upon logging into Skyware Systems. (By default, the Dashboard View is used. Other possible landing screen choices include: Full Menu, Short Menu, Staff Reader Board, Housekeeping, Point of Sale or Charts). The Dashboard View provides a quick breakdown of the room activity for a selected day and the following day. The Quick Menu bar on the left allows you to access the most commonly used features for your Property.

The Dashboard in the center of the screen will be displaying your Property's attributes in a tabular fashion. In the Dashboard View, you can click on the underlined areas to access further detailed information.

Note: if you have more than one Property, there will be a drop down menu on the left of your screen where you can choose the Property to display.

This table contains a lot of information, making it easy to see at a glance the overall status of the property. It displays two days of information for the chosen building of the property.

The desired building may be selected from the drop down menu in the top bar, and if wished the dates can also be altered.

As can be seen, only the building and first date selections are available to select. The dates will always display as two consecutive days, meaning only the first date needs to be selected for both dates to be changed; select the desired date using the calendar that appears when you click in the date field.

There are four main sections of the Dashboard, sections one, two and three going down the body of the table, with section four being on the right side.

Section One: Room Overview.

The first is directly below the building and date banner, and includes the overview of rooms and revenue.

Total rooms indicates how many rooms the Property has in the displayed building

OOO/DNS refers to any rooms that are Out Of Order, or under a general Do Not Sell order. OOO includes rooms requiring repairs or under renovation. DNS refers to rooms that may otherwise be sellable but are being held back, such as a show room. OOO/DNS rooms cannot be found when attempting to check guests in. The splitting of these room types mean it is possible therefore that rooms under DNS can be released (by an authorized user) into the general booking pool for use.

Total rooms to sell is the next line, rreferring to the number of rooms actually available to sell, and is calculated by subtracting the number of OOO/DNS rooms from the total rooms number (total rooms - OOO/DNS rooms).

Available is the Total Rooms to Sell minus the Projected Occupied. This indicates how many of the total rooms are currently unoccupied, or unsold.

% Occupied is the percentage of your rooms CURRENTLY occupied, and is calculated by dividing the number of occupied rooms (the number in the Occupied field, shown in the In-House section) by the total number of rooms to sell, then multiplying by 100 to give the percentage value. It is rounded up to the nearest whole number.

For example: a) Total rooms to sell is 148. Total occupied is 16. 16 divided by 148 is 0.108. 0.108 multiplied by 100 is 10.8. To the nearest whole number, 11. In this case, % Occupied is therefore 11%.

b) Total rooms to sell is 124. Total occupied is 17. 17 divide by 124 is 0.137. 0.137 multiplied by 100 is 13.7. To the nearest whole number, 14. In this case, % Occupied is therefore 14%.

Revenue PAR is the revenue to be generated for tonight per room, and is therefore affected by both the number of rooms sold and the total number to sell. It is calculated by multiplying the projected number of rooms occupied (also shown in the In-House section, the number in the Predicted Occupied field) by the average rate, divided by the total number of rooms.

For example: a) Projected occupied is 4. Average rate is 208.17. Total rooms to sell is 148. 4 multiplied by 208.17 is 832.68. 832.68 divided by 148 is 5.63. In this case, revenue PAR is therefore $5.63.

b) Projected occupied is 28. Average rate is 143.52. Total rooms to sell is 124. 28 multiplied by 143.52 is 4018.56. 4018.56 divided by 148 is 32.41. In this case, revenue PAR is therefore $32.41.

Note: BOTH % OCCUPIED AND REVENUE PAR ARE CALCULATED FOR YOU BY SKYWARE. You do not need to calculate them, they will be automatically generated for you.

Average rate (or ADR, average daily rate) is the amount those rooms occupied were sold for.

Section Two: In-House.

The second section is under the banner In-house and deals with the current guests.

Transient rooms refers to the rooms occupied by individuals.

Group rooms refers to the rooms occupied by members of a group (for example, a wedding group or a tour group).

Occupied indicates those rooms currently occupied by a guest. Click on any UnderlinedOccupied numbers to access the Room Availability Detail page. This page lists the rooms (by room type and room number) that are being held that day with a total at the bottom. Click the line for a specific stay to view the actual guests due to be in house that day.

Projected Occupied indicates occupied rooms minus departures, plus arrivals. (i.e how many rooms expected to be occupied at the end of the day).

Departures refers to how many rooms are on the Departures list that day, and has two numbers. The first is the total expected departures, and the second how many of the expected departures have not yet done so. This gives at a glance the ability to see if any guests still remain that should have left. Click on any Underlined Departures entry to access the Departures Detail Screen. This page lists the rooms (by room type and room number) that are departing that day with a total at the bottom. Select any stay on the left to display the details on the right, then click the specific stay on the right side to access Folio information about any individual stay.

Section Three: Reservations.

The third section is under the banner Reservations and deals with the nature of the check-ins arriving that day.

GTD Transient Rooms refers to rooms guaranteed with a credit card booked by individuals.

Non-GTD Transient Rooms refers to rooms booked by individuals with no guarantee held.

GTD Group Rooms refers to rooms guaranteed with a credit card booked within a group block.

Non-GTD Group Rooms refers to rooms booked within a group block not guaranteed by a credit card.

Non-GTDs (non-guaranteed with a credit card) can be canceled at any time. These are rare as most if not all reservations now require a credit card to place.

Arrivals refers to how many rooms have been checked into, and has two numbers. The first is the total of how many are expected and the second is current. Click on any Underlined Arrivals to access the Room Arrivals Detail Screen. This page lists the rooms (by room type and room number) that are arriving that day with a total at the bottom. Select any stay on the left to display the details on the right, then click the line of the specific guest on the right side to access Folio information about any individual stay.

Projected % Occupied is similar to % Occupied (see Room Overview section) and refers to how many rooms are projected to be occupied, as a percentage of the total rooms available to sell. It is the percentage of your rooms PROJECTED to be occupied, and is calculated by dividing the number of projected occupied rooms (the number in the Projected Occupied field, shown in the In-House section) by the total number of rooms to sell, then multiplying by 100 to give the percentage value. It is rounded up to the nearest whole number.

For example: a) Projected occupied is 4. Total rooms to sell is 148. 4 divided by 124 is 0.027. 0.027 multiplied by 100 is 2.7. To the nearest whole number, 3. In this case, Projected % Occupied is therefore 3%.

b) Projected occupied is 28. Total rooms to sell is 124. 28 divided by 124 is 0.226. 0.226 multiplied by 100 is 22.6. To the nearest whole number, 23. In this case, Projected % Occupied is therefore 3%.

Note: Similar to both % occupied and revenue PAR, PROJECTED % OCCUPIED IS CALCULATED FOR YOU BY SKYWARE. You do not need to calculate it, it will be automatically generated for you.

Guests (A/Y/C) refers to the type of guests occupying the rooms. This category gives a breakdown of said guests into three categories, A for Adult, Y for Youth and C for Child (check with your property for specific policies regarding Youth and Child ages).

Section Four: Room Conditions.

The fourth and final section of the dashboard is located at the far right of the table, and deals with the conditions of the rooms in the hotel themselves, under the banner Room Conditions. It is further subdivided into four sections, Occupied, Vacant, OOO (Out of Order) and DNS (Do Not Sell).

The categories in each of the sub-sections are the same, and are:

Dirty - means the rooms have been used and need cleaning.

Pick-Up - Unknown if the rooms needs cleaning, needs to be checked.

Inspected - Rooms that have been checked and signed off as clean.

Clean - means the rooms are known to be clean and ready to be sold.

The descriptions of these categories are relatively self-explanatory, although it is property dependent as to whether Inspected or Clean, or both categories, are used. Pick-Up is always used, the system defaults to it on day of check in room moves as well as OOO coming back into service.

HOWEVER, it can look like your room totals in this section may not equal those in the room overview section (section one), because the two sections represent different points in time - room condition shows the numbers as they physically are at this current time. If you have rooms that are currently in-house (occupied) that will be going into OOO as soon as the guest checks out today, to prevent a room being counted TWICE in your room count totals, the room will be entered as OOO (Dirty) on the room condition section of the dashboard ONLY once it is VACANT. Rooms cannot be both OOO and occupied. This means that if you have rooms set to go OOO today after check out, when they are still occupied the rooms will show in the Occupied Dirty room condition category, rather than the OOO section. Only once the rooms have been checked out will they will move to the OOO Dirty category. In the room overview section however, they will be listed as OOO for the whole of the day.

For example, you have 125 rooms total. 40 are scheduled to be OOO from today, meaning in the room overview section you have 85 available rooms and 40 OOO rooms. However, 10 of the OOO rooms are currently occupied. This means until the 10 rooms have been checked out, the room condition section of the dashboard will only show 30 rooms as OOO, not 40, with the extra 10 appearing in the occupied category.

Date Updated October 16, 2024