Availability Report Setup

The Availability Report displays your vacant full-time spaces with their prices. It also shows all of your occupied spaces, with the name of the entity that has the space and any discounts. The report further gives you the value of both your Availability and your Occupancy.

Configure Inventory 

1. Go to INVENTORY > RESERVATION UNITS
   • ADD+ all full-time and reservable spaces (including all private offices, desks, workstations, meeting rooms, event space, phone booths, storage, or any other space that you want to track)
   • SAVE
2. The ACTIVE RESERVATION CALENDAR RULES section will appear. Fill in each field as follows:
   • Who Can Reserve?: From the drop-down menu, select the appropriate option:
     • If you DO NOT want the unit visible on your calendar, select "Not Available"
     • If all users (incl. Members, Non-members and Staff) can reserve, select "Anyone"
     • If only Members and Staff can reserve, select "Members" 
     • If only staff can reserve, select “Staff”
   • Full-time Product/Price: From the drop-down menu, select the Membership Product with its base price for this unit if it were taken full-time. You will be able to discount it for an individual later.

Note: Reservations without a Full-time Product Price will be visible on the Availability Report, but WILL NOT be factored into the Occupancy/Vacancy totals at the bottom of the report.

Assign Dedicated Spaces

When a space is occupied full-time, you can remove it from your list of available or vacant spaces by assigning it to a specific member. To do this:

1.  Select the Member who currently, or will occupy the unit (via USER SEARCH or SmartSearch)
2. Go to BILLING > RECURRING BILLING
3. Edit an existing recurring billing or click NEW CHARGE + to create a new one
4. Under GENERAL, click the drop-down for "Assign Dedicated Space"
5. Select the correlating unit from the list of available spaces. 
6. SAVE

The unit will be removed from the available Reservation Units and will show as OCCUPIED on the Availability Report. Any discounts applied to this Recurring Billing will also display on the Availability Report so that you will see the total value of your occupied space.

Note: If a unit's "Who Can Reserve?" setting was previously set to "Not Available", it will not appear in the Recurring Billing drop-down. This helps prevent multiple recurring billings from being assigned to the same unit. If you don’t see a specific unit listed, go to Inventory > Reservation Units and update "Who Can Reserve?" to "Available".

For information on unassigning dedicated spaces, please review the following article: 

How do I make a Reservation Unit available again when someone leaves? →

View Report

To view the report, go to REPORTS > AVAILABILITY REPORT. 

The report is divided into three sections:

1. VACANCY: Lists Reservation Units NOT assigned to a Member’s Recurring Billing
2. OCCUPANCY: Lists Reservation Units that are assigned to a Member's Recurring Billing
3. SUMMARY: Totals Occupancy and Vacancy based on # of units, Capacity, Area, and Revenue.
   

For more information, please review our Availability Report Overview →