To view the Reservation Report, click Reservation report on the Dashboard or go to Main menu > Reservations > Reservation report.

The Reservation Report offers the most data and filtering options of any report for analyzing the property's reservation data.

Filters

  • Service - Choose which service you would like to see the report for.
  • Mode - Select the mode in which you would like to view the report. The two modes display different data columns.
    - Detailed - View individual bookings including all details for a more in-depth analysis.
    - Totals - Summarize information to analyze report data more quickly and generally.
  • Filter - Select one filter option to narrow your results by reservation type:
    - Arrival - All past, current, and future confirmed reservations, sorted by date of arrival.
    - Canceled - All canceled bookings fully within the selected interval, sorted by date of arrival.
    - Confirmed - All confirmed bookings, regardless of current status and sorted by date of confirmation.
    - Covering - Guests in house for the full duration of the selected interval, arriving before start and departing after end.
    - Created - Bookings created within the selected interval, sorted by date and time of creation.
    - Departure - All reservations departing within the selected interval, sorted by date of departure.
    - Inquired - All reservation inquiries.
    - Inquired Confirmed - All reservation inquiries that were confirmed, sorted by date of arrival.
    - Optional - All optional bookings, sorted by release date.
    - Optional confirmed - All optional bookings that were confirmed, sorted by date of arrival.
    - Overlapping - All reservations arriving, departing, and staying over within the selected interval, sorted by date of arrival.
    - Stay over - Not arriving nor departing, but staying for at least two nights within the selected interval.
    - Staying - Arriving and staying over (but not departing) within the selected interval.
    - Updated - All reservations that were updated at some point within the selected interval
  • Start - Select a start date and time to restrict results to a specific time period.
  • End - Select an end date and time to restrict results to a specific time period.
  • Status - Select any of the options below to filter results by reservation status:
    - Canceled
    - Checked out
    - Checked in
    - Confirmed
    - Inquired
    - Optional
  • Options
    - Display all notes -Include additional expenses - Any additional charges not related to stay or products (e.g. cancellation fees).
    - Include nights - Include night revenue in report results.
    - Include products - Include stay product revenue in report results, displayed in an additional column.
    - Load balances - Include the current open balance of customers, displayed in an additional column.
  • Values
    - Gross - Booking cost including tax.
    - Net - Booking cost alone, excluding tax.
    - Tax - Tax on bookings only.
  • Group by - Choose how you would like results sorted and displayed.
    - Arrival date - Sorted in chronological order.
    - Automatic settlement - View which accounts failed to settle automatically and check for failed payments.
    - Balance - View the outstanding balance on any bills and quickly assess which accounts still need to be settled.
    - Booker - View reservations grouped by the person who booked them.
    - Cancellation reason - View according to selected cancellation reasons.
    - Company - View reservations connected to company profiles within your property.
    - Confirmation state - View reservations grouped by Inquired, Optional and Confirmed status.
    - Creation date - Sorted in chronological order.
    - Customer classification - Sort by customer classifications, defined in the Internals section of the customer profile.
    - Customer nationality - View according to your customers' selected nationality.
    - Departure date - Sorted in chronological order.
    - Group - View group bookings with group name as the section titles; results are also ordered by group size from smallest to largest for easy classification.
    - Mother company - View all reservations connected to mother company profiles within your property, including revenue from all other subordinate companies.
    - Origin - Sort by the source of the booking.
    - Rate - View results according to the rate types defined at your property
    - Rate group - View results according to the rate groups defined at your property.
    - Segment - View results according to segment.
    - Space - View results for each space number.
    - Space type - View results according to the space types defined at your property.
    - State - View results by current reservation status.
    - Travel agency - View reservations connected with travel agencies defined at your property.
    - Voucher - Sort results according to voucher codes used by customers.
  • Rate - Select a particular rate to see results related to that selection alone.
  • Rate group - Select a particular rate group to see results related to that selection alone.
  • Group name - Enter a group name to only view results connected to that particular group reservation. Please note that you must enter the full group name and number to see results.
  • Type - View only results connected to a particular profile type.
    - Company - Any reservation connected to a company profile; filtering by mother companies will include both child companies and all travel agency contracts that may be connected.
    - Customer - Any reservation connected only to a customer profile.
    - Travel agency - Any reservation connected to a travel agency.
  • Assigned space - Select a particular space to view only reservations that were or are assigned to that space.
  • Requested category - Select a particular space category to view only reservations that requested that space category during the booking process. If a reservation was assigned to a space in a different category than the one requested, it will not appear in the report.
  • Travel agency - Select one particular travel agency to view results connected to that profile; if selecting a travel agency that is a mother company to other travel agencies, please note that the child companies will appear in results.
  • Company - Select one specific company to view results connected to that profile; if selecting a mother company, please note that the child companies will appear in results.
  • Origin - View bookings that were created from a particular source.
    - Channel - Manually created in Commander—reservations received from a third party channel such as an OTA or travel agency.
    - Channel manager - Reservations received automatically from a channel manager.
    - Commander - All manually created reservations in Commander—reservations marked as Channel, Email, In person, Message, Telephone, and Website.
    - Connector - Reservations received from all third party integrations other than a channel manager (for example, Pace and Pxier).
    - Distributor - All reservations created in Distributor, the Mews booking engine.
    - Email - Manually created in Commander—reservations requested by email.
    - Import - Reservations imported from past property data.
    - In person - Manually created in Commander—reservations made on-site or for requested stay extensions which require new reservations (for example, if a guest must change rooms for the remainder of their stay).
    - Message - Manually created in Commander—reservations received by message.
    - Telephone - Manually created in Commander—reservations received by phone.
    - Website - Manually created in Commander—reservations received from your property's website.
  • Segments - Only view reservations which are attached to the selected segment(s).

Columns

Detailed mode

The information displayed in the report is always dependent upon which option you choose to filter by (e.g. Arrival, Canceled, Confirmed, etc.).

When you select the Detailed mode filter, the report will display the following columns:

  • Number - Unique reservation number automatically generated by the system and assigned to the booking. All guest confirmations are sent with this number, which can be used directly in the search field to find a specific booking.
  • Reservation status - An icon representing the current reservation status; hover over this icon to see the written form of status.
  • Customer - Name of the reservation owner displayed with classification icons; click on the name for a direct link to that customer's profile; hover over the icons to view the written label for each.
    - Companions - Number of companions (including owner) listed in icon x number format.
  • Created - Date and time that booking was created.
  • Arrival - Date and time of arrival.
  • Departure - Date and time of departure.
  • Space - Assigned space.
  • Space category - Space category listed in its shortened format; hover over the short name to see the full title of any space category. If the data in this column includes an arrow (e.g. SR -> 4BD), the space category of the assigned space is different than the space category that was requested during the booking process.
  • Source - An icon representing the source of the reservation data; hover over this icon to see source details.
  • Rate - Selected rate listed in its shortened format; hover over the short name to see the full title of the assigned rate.
  • Products - Any additional products added to reservation listed in quantity x short name format; hover over the short name to see the full name of any product; in case of stay products, they may be listed in quantity x nights x short name format.
  • Company - Name of company for business travelers or company-related bookings; click on the company name for a direct link to company profile.
  • Travel agency - Name of travel agency for bookings associated with any OTA; click on travel agency name for a direct link to company profile.
  • Commission - Amount of money owed or paid in commission to travel agency.
  • Rate - Average night rate.
  • Total - Total amount due for booking.
  • CC - Credit card icon will appear for customers that have card details in their profile; click this icon to be taken directly to customer billing screen; hover over this icon to view last 4 digits and card type.
  • Notes - Any additional notes on reservation.

Totals mode

The information displayed in the report is always dependent upon which option you choose to filter by (e.g. Arrival, Canceled, Confirmed, etc.).

When you select the Totals mode filter, the report will display the following columns:

  • Commission (estimate) - Total estimated amount of money owed or paid in commission to travel agencies for reservations in a given time period.
  • Nights
    - Inquired - Number of nights booked for inquired reservations in a given time period.
    - Optional - Number of nights booked for optional reservations in a given time period.
    - Confirmed - Number of nights booked for confirmed reservations in a given time period.
    - All - Total number of nights booked for reservations in a given time period.
  • Average night rate
    - Inquired - Average rate per paid occupied space for inquired reservations in a given time period.
    - Optional - Average rate per paid occupied space for optional reservations in a given time period.
    - Confirmed - Average rate per paid occupied space for confirmed reservations in a given time period.
    - All - Average rate per paid occupied space for all reservations in a given time period.
  • Reservations
    - Inquired - Number of inquired reservations in a given time period.
    - Optional - Number of optional reservations in a given time period.
    - Confirmed - Number of confirmed reservations in a given time period.
    - All - Total number of reservations in a given time period.
  • Total amount
    - Inquired - Total amount of money received for inquired reservations in a given time period.
    - Optional - Total amount of money received for optional reservations in a given time period.
    - Confirmed - Total amount of money received for confirmed reservations in a given time period.
    - All - Total amount of money received for all reservations in a given time period.

Tip: The amount of information that can be shown in the report is limited in Commander, so export to Excel to see more information.

Hostels

If you export the report to Excel, we have also added the number of Bed Night columns, where all sold bed nights are added to the report. This is a critical number to the operations of a hostel, as they have a mix of rooms, dorms, and beds, and they run performance-based on bed occupancy and RevPab numbers.

Practical Use

Travel agency statistics

To view a breakdown of travel agency performance in a given period of time, run the report with the following filters:

  • Mode - Select Totals.
  • Group by - Select Travel agency.

If you have commissions set up for any of your travel agency contracts, you can also see the amount of money owed or paid in commission to each travel agency.

Credit card check

To easily see if any of the automatic charges linked with recently-made reservations have been rejected by the payment gateway, run the report with the following filters applied:

  • Mode - Select Detailed.
  • Filter - Select Created.
  • Start - Select yesterday's date, 12:00 a.m.
  • End - Select yesterday's date, 11:59 p.m.
  • Group by - Select Automatic settlement.

Click OK > View report.

Customer balances

If you want to ensure that all guests who are currently in house or arriving on a specific date have a zero balance, run the report with the following filters applied:

  • Mode - Select Detailed.
  • Filter - To view a detailed report of guests arriving or in house during a specific period of time, select either Arrival or In house.
  • Start - Select a start date and time for the period of time you wish to view.
  • End - Select an end date and time for the period of time you wish to view.
  • Options - Select Load balances to add a Balance column to the report.

Click OK > View report . In the Balance column, you will see the current bill balance for the customer linked to the reservation.

Canceled bookings

Regarding canceled reservations, it is important to check daily that cancellation fees were charged where needed, as well as to see the reasons given for a reservation cancellation. To view a report with this information, select the following filters:

  • Mode - Select Detailed.
  • Filter - To view a detailed report of reservations canceled during a specific period of time, select Canceled.
  • Start - Select a start date and time for the period of time you wish to view. When running this report daily, select yesterday's date, 12:00 a.m.
  • End - Select an end date and time for the period of time you wish to view. When running this report daily, select yesterday's date, 11:59 p.m.

Click OK > View report. To easily see the reasons for cancellation, select and apply the following filter:

  • Group by - Cancellation reason.
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