Reservation Reports

Eight reports about bookings: what was made, where it came from, what fell through, and the guest data you are obliged to hold or submit. All take the standard Period filter — Daily, Monthly, Yearly or a Custom range — and download as CSV or PDF.

One thing to be clear about before reading any of them: these reports are filtered by when the booking was made, not by when the guest stays, unless the description below says otherwise. A booking created in March for a stay in July belongs to March.

• Reservations Made:
  • Every booking created in the period, whichever channel it came through. Summary cards give Total reservations made, Total nights booked and Average lead-in days. Columns: booking ID, guest, created date, check-in, check-out, room nights, lead-in days and booking total. Lead-in days is the gap between the day the booking was made and the day the guest arrives — the single most useful number here, because a falling average means guests are booking later and your pricing has less time to react.
• Reservations by Source:
  • The same bookings grouped by where they came from, with the cost of each channel made explicit. A Revenue by source chart and a Booking sources distribution chart sit above the table, and a Top booking source card names the biggest. Columns: source, type (direct or OTA), number of bookings, revenue, percentage of bookings, commission and net revenue. The pair of revenue columns is the report’s point: a channel that looks large on gross revenue can be smaller than a direct booking once commission is taken off, and the Revenue type switch lets you view the table as gross or net to see exactly that. Sources themselves are maintained in Reservation Sources.
• No-Show Reservations:
  • Bookings the guest never arrived for and never cancelled — filtered by the check-in date they failed to turn up for, not by when they booked. Summary cards give Total no-shows, Total room nights lost, Total outstanding balance and Not yet paid reservations. Columns: reservation number, check-in date, room, guest name, number of guests, nights booked, total bill and payment status. Read it with the payment status column: a no-show that was prepaid costs you nothing, one that was not is both an empty room and an unpaid bill, and the two need different follow-up.
• Cancellations:
  • Bookings cancelled in the period, with what they were worth. Summary cards give Total cancellations, Total room nights lost and Total charges lost. Columns: booking ID, guest name, booking date, planned check-in, planned leaving date, total nights and total charges. Because both the booking date and the planned arrival are shown, you can see how late the cancellation came — the ones that arrive days before arrival are the expensive ones, because there is no time left to resell the room.
• Guest Registration:
  • The full registration record for guests in the period, which is what you produce when somebody official asks for it. Summary cards give Total guests registered, Total pre-checked in and Total registered at front desk — the split that tells you how much of the desk’s work pre check-in is actually saving. Columns: guest name, booking ID, room number, check-in and check-out dates, passport/ID number, email, phone, address, billing address, postcode, city, country and balance. It contains personal data on real guests, so treat the exported file accordingly.
• TM.30 Foreign Guest Report:
  • The subset of the above required for Thai immigration reporting: foreign guests only, formatted for TM.30. Summary cards give Total foreign guests, Top nationality and Average length of stay. Columns: first name, middle name, last name, gender, passport number, nationality, date of birth, check-out date and phone. Thai law requires the notified details to be accurate, so it is worth checking that passport numbers and nationalities were captured properly at check-in before exporting — this report shows what was recorded, not what was true.
• Blocked Rooms:
  • Rooms taken off sale during the period and why. Summary cards give Total blocked rooms and Total room nights lost. Columns: room number, room type, start date, end date, nights blocked and reason. This is the report that puts a number on maintenance: every blocked night is a night that could not be sold, and the reason column is where you find out whether that was a repair, a refurbishment or a room somebody held and forgot to release. Blocks themselves are made and cleared on the Calendar.
• Guest App Usage:
  • How many guests actually use the guest app, tracked over time by a Guest app usage trend chart. Summary cards give Total bookings, Total guests and Total app installations. Columns: period, number of bookings, number of guests, number of guest app installations, number of QR scans and total room nights. Read installations against guests rather than on its own — 40 installs is good against 60 guests and poor against 600, and QR scans tell you whether the people who installed it are still opening it.