Understanding occupancy is essential to ensuring the health of your portfolio. Use this guide to learn measurement and data entry methods that will help you navigate the tracking and reporting of your occupancy data!
Occupancy Calculations
Occupancy refers to the percent (%) of a building that is financially occupied and leased. Occupancy is calculated by dividing the current number of occupied units (also known as leased units) by the total capacity of the building (also known as leasable units):
How you interpret the calculation and resulting occupancy percentage also depends on how your company defines or measures a unit. In ALIS, there are two options for how to determine the number of units, which are either via beds or doorknobs calculations.
Beds
If a single room can have 2 occupants (both occupants in Bed "A") under 1 lease, then this would be counted as 1 unit.
If a single room has 2 occupants and 2 separate leases at one time (one occupant in Bed "A" and once occupant in Bed "B"), then this would be counted as 2 units. The amount of units should match the total # of leases and primary residents.
Read this ALIS HQ Report: DEV / Weekly Occupancy Report (Bed) guide to learn more about bed calculations!
Doorknobs
If a single room can have 2 occupants with 2 separate leases at one time, then each of those leases counts as 0.5 of a unit.
Read this ALIS HQ Report: DEV / Weekly Occupancy Report (Doorknob) guide to learn more about doorknob calculations!
In general, it is important to note that occupancy calculations typically exclude any secondary residents. For example, a resident that shares a room with their spouse will likely be counted as 1 occupied unit.
In this scenario, Bed "A" is shared between two occupants (primary and secondary) and under 1 lease.
The below visual displays a variety of other types of room configurations and occupancy calculations:
Occupancy Date Ranges
Keep in mind that how your team enters data impacts desired reporting results. In ALIS, the “Room Assignment” and “Financial Move In” dates are closely aligned, and this both supports the entry of cleaner data and improves overall accuracy across your occupancy reports. Below, we've provided examples of how these different dates are utilized to capture occupancy information.
Room Assignment Dates
Room Assignment dates are used for Occupancy Calculations.
Examples:
- A lead moves in and is assigned a room as of the Room Assignment Start Date.
- A current resident changes from being a Secondary Occupant to the Primary Occupant as of the Room Assignment Change Date.
Financial Move In Dates
Financial Move-In Dates are used for Move In and Move Out (MIMO) Calculations.
Examples:
- 1 Move In = An individual lead moves in and takes over a lease as of the Financial Move In Date.
AND
- 1 Move In = A couple moves in as primary and secondary on the same lease as of the Financial Move In Date.
Room Assignment & Financial Move In Dates
There are some other key scenarios in which the Room Assignment Date and Financial Move In Date are simultaneously linked that you should be aware of:
1. When assigning a room for the first time the Financial Move-In Date auto-populates to match the Room Assignment Start date.
2. When moving in a new Applicant, users may update the Room Assignment Date, and any changes will auto-update the Financial Move In date.
Custom HQ Dashboards
In addition to the out-of-the-box HQ Occupancy reports available to you, the below Custom HQ dashboards have been created to provide your team the most comprehensive and up-to-date occupancy reporting within your portfolio at any given time. To enable these ALIS HQ dashboards for your company, contact your Onboarding Specialist, Account Manager, or our ALIS Customer Success Team!
See below for the titles of each of these HQ reports as well as details on how to manipulate and decipher the data:
Monthly Move In and Move Out Details
This report shows monthly move-ins and move-outs based on Financial Move-In or Move-Out dates.
Date Range Filter
How you filter the date range depends on ensuring that the Room Assignment Dates and Financial Dates match so that:
- Shared leases (Primary and Secondary occupants) count correctly as 1 Move-in.
- Changes from secondary to primary don’t count as Move-ins, and only count as an increase in occupancy totals.
How to Count Each Resident Move-In
Move-Ins = # of Residents
- 1 primary resident moving into a 1-bed room = 1 Move-In.
- 1 primary resident moving into a 2-bed room = 1 Move-In. If the resident occupies both beds then this = 2 Move-Ins.
Secondary to Primary Changes
If a resident changes from being a Secondary occupant to the Primary occupant, this will never appear as Move Ins or Outs in the Monthly Move In and Move Out Details report.
Secondary Residents
There is an option to to include or exclude Secondary residents in this report.
Bed Unit Occupancy by Month
This report shows move ins and outs alongside occupancy, based on Financial Move In and Out Dates.
Date Range Filter
How you filter the date range depends on ensuring that the Room Assignment Dates and Financial Dates match so that:
- Shared leases (Primary and Secondary occupants) count correctly as 1 Move-in.
- Changes from secondary to primary don’t count as Bed Move-ins, and only count towards the Average Daily Occupancy (ADO).
How to Count Each Resident Move-In
Beds = # of Residents
- 1 primary resident moving into a 1-bed room = 1 Move-In.
- 1 primary resident moving into a 2-bed room = 1 Move-In. If the resident occupies both beds then this = 2 Move-Ins.
Secondary to Primary Changes
If a resident changes from being a Secondary occupant to the Primary occupant, this will never appear as Move Ins or Outs in the Bed Unit Occupancy by Month report.
Secondary Residents
There is an option to include or exclude secondary residents from Move Ins and Outs. Secondary residents will never be included in the Occupancy numbers within the Bed Unit Occupancy by Month report.
Financial Census and Doorknob Occupancy (Ventas Report)
This report shows census move ins and outs, doorknob units in and out, and doorknob total occupancy and vacancy.
Date Range Filter
How you filter the date range depends on ensuring that the Room Assignment Dates and Financial Dates match so that:
- Shared leases (Primary and Secondary occupants) count correctly as 1 Move-in.
- Changes from secondary to primary don’t count as 1 Move-in, and only count towards the total occupancy and vacancy.
How to Count Each Resident Move-In
The Move-Ins Column = # of Residents
- 1 primary resident moving into a 1-bed room = 1 Move-In.
- 1 primary resident moving into a 2-bed room = 0.5 Move-In. If the resident occupies both beds then this = 1 Move-In.
Secondary to Primary Changes
If a resident changes from being a Secondary occupant to the Primary occupant, this will never appear as Move Ins or Outs in the Financial Census and Doorknob Occupancy report.
Secondary Residents
Secondary residents only get counted in the Census column.
Monthly Occupancy and Rent Data
This report shows the raw output of residents with their daily values for occupancy and invoiced amounts.
Date Range Filter
Outputs in the Occupancy (BedValue) column depend on ensuring that the Room Assignment Dates and Financial Dates match so that:
- Invoice Amounts follow the Invoice Date.
How to Count Each Resident Move-In
This report provides the daily occupancy value as either "0" or 1" for a resident. It does not count move-ins.
Secondary to Primary Changes
If a resident changes from being a Secondary occupant to the Primary occupant, this will increase a resident's occupancy value by +1.
Secondary Residents
Secondary (and Primary) residents will each have a BedValue of 0.5 to equal 1 total.
Related Articles:
- Unit Occupancy Report Guide
- Weekly Occupancy Report
- How to Audit Resident Occupancy
- How does 'Hotel Rules' impact the Unit Occupancy Report?
- ALIS HQ Report: DEV / Weekly Occupancy Report (Bed)
- ALIS HQ Report: DEV / Weekly Occupancy Report (Doorknob)
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