ALIS HQ Report: DEV | Weekly Occupancy Report (Doorknob)

The Weekly Occupancy Report displays unit data organized into a detailed weekly table and a summary monthly table.

Additionally, there is an 'Occupancy Data Discrepancies' table to expose mismatches between financial move-in and financial move-out dates compared to the room assignment start and end dates.

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• This guide describes the doorknob calculation version of this report. For the bed calculation report, please refer to this article: ALIS HQ Report: DEV | Weekly Occupancy Report (Bed).
• Doorknob calculation means that this report is counting each bed as half a unit. This allows the maximum possible occupancy to be the sum of all rooms.
  • Example: 101A and 101B are considered half units compared to a room that has only one bed. If 101 has beds A and B, but 102 only has bed A, the occupancy of 101A and 101B is equal to the occupancy of 102.
    • 101A=0.5
    • 101B=0.5
    • 102=1
      
• Doorknob calculation is not the default calculation throughout ALIS. Reports such as the Unit Occupancy Report and the Weekly Occupancy Report use bed calculation.
• Throughout this report, all reference to 'occupied units' or 'units occupied' describes room assignments. If a resident is moved-in, but does not have a room assignment (this should be rare), they will not be included in these occupancy statistics. These individuals are only accounted for in the Census columns.

There are specific filters that govern the Weekly Occupancy Report as described below, and you can use the funnel icon at the top right of the page to change the date range of all data on this Dashboard.

Weekly Occupancy Report

• Region Filter and Owner Filter The options in these filter are set up on Community Details pages in the Region field. For each community, you can create a new region and owner, or set the community to be part of an existing region and owner.
  • Information in the Region field should be formatted as such: [region | owner]. Example: "2 | Traverse City Management".
  • The region pulls from the first details in this field, often a number.
  • A pipe ("|") should be added after the region.
  • Then the owner pulls from details entered after the pipe.
• Community Filter Multi-select list of communities within your organization.

Some of the columns refer to occupancy and some refer to census. This distinction is explained below.

The columns Unit In, Unit Out, and Net Gain refer to occupancy. The maximum total unit of a room is 1, so if there are multiple beds occupied in a room, they may count as half units (0.5).

Unit In/Unit Out

Sum of the move-ins and move-outs. Based on room assignment start and end dates.

Net Gain

Difference between the Unit In minus Unit Out columns.

Census Primary In, Census Primary Out, Census Net Gain, Census 2n In, Census 2nd Out, Average Census Primary, Average Census 2nd, and Average Census Total all refer to census. These numbers count people, so the numbers will always be whole.

Census Primary In/Census Primary Out

Sum of the move-ins and move-outs of residents designated as the Primary Occupant of a unit.

• • • These columns are not based on room assignments. This is the sum of Applicants being moved in as Current Residents and Current Residents being marked as Moved Out.

In addition to being different because occupancy can count half units, Census Primary In and Census Primary Out columns can be different from the Unit In and Unit Out columns if a resident is moved-in without a room assignment.

• • • The setting on the Floor Plan page "Make room assignment required upon move in" is helpful for preventing resident move-ins without room assignments.

Census Net Gain

Difference between the Census Primary In and Census Primary Out columns.

Census 2nd In/Census 2nd Out

Sum of the move-ins and move-outs of residents designated as the Secondary Occupant of a unit.

• • • Setting some residents as Secondary Occupants allows for appropriate reporting for couples who share a bed. When two people are assigned to a bed, one of them must be set as a Secondary Occupant.
    • This is different from residents occupying different beds within a room.
    • In order to be designated a Secondary Occupant, the resident must be assigned to a room.

Average Census Primary

Mean of Primary Occupants during the week date range.

Average Census 2nd

Mean of Secondary Occupants during the week date range.

Average Census Total

Sum of Average Census Primary and Average Census 2nd columns.

Average % Occupancy, Average Occupancy, and Average Vacancy refer to occupancy. 

Average % Occupancy

Mean percentage of total units occupied by at least one resident during the week date range.

Average Occupancy

Mean of units occupied by at least one resident during the week date range.

Average Vacancy

Mean of all vacant units during the week date range.

Total Units

Sum of all units on the community's floor plan. Since this is a Doorknob Occupancy report, this is the sum of all rooms (not the sum of all beds).

Monthly Occupancy

Doorknob Occupancy by Month

The checkbox Click to View Month End Occupancy will adjust the Average % Occupancy and Average Occupancy columns to show the total occupancy numbers on the final day of the month instead of the averages.

Without this checkbox selected, below are the calculations for each column of the report:

Average % Occupancy

Mean percentage of total units occupied by at least one resident during the month. 

Average Occupancy

Mean of units occupied by at least one resident during the month. 

Budget

Budget value set on the Floor Plan Settings page for the month.

Variance

Difference between the Average Occupancy and the Budget.

Occupancy Data Discrepancies

This section provides two tables:

• The table on the left displays residents whose Financial Move-in Dates do not match their Room Assignment Start Dates.
• The table on the right displays residents whose Financial Move-Out Dates do not match their Room Assignment End Dates.

Related Articles:

ALIS HQ Report: DEV | Weekly Occupancy Report (Bed)

How to Audit Resident Occupancy

Budget for Floor Plan Units

How to Configure a Community Floor Plan