Unit Occupancy Report Guide

The Unit Occupancy report provides an overview of community activity and occupancy rates for a given date range in a single community. This report is useful for Community and Company operators to understand trends in total rent revenue in their communities.

• Occupancy calculations are all determined by resident room assignment dates. These dates may be different from the physical and financial move-in and move-out dates.
• Unit Occupancy shows exactly the number of beds occupied by residents on specific days.
• Unit Occupancy is different from the Historical Census report, which focuses on the number of a days a resident has been on premise in a community.
• At the end of the Unit Occupancy report is a section detailing actual and expected move-ins, move-outs, and room changes.

Access Unit Occupancy:

• In the Communities menu at the top of your page, or
• In the Reports page within the Occupancy and Census Reports group

Calculations of the Report

1. Room Category: Room Categories allow users to group Room Types based on resident Product Type. Room Categories can be configured in Floor Plan Settings. Information about specific Room Type occupancy can be seen by exporting this report to Excel.
2. Capacity: The Capacity shows the total number of units in your community that can be occupied. This is not the actual number of occupied beds in the community, but the maximum potential number that can be occupied.
3. Units (Capacity): Unit capacity is how many units (beds) per Room Category are in a community. Units are explained below.
4. Unit Days (Capacity): Unit Days capacity is the total number of days in the period multiplied by the number of Units. For example, if there are 10 units in a Room Category and 12 days in a period, there will be 120 Unit Days. The period will be the Date Range filtered at the top of the report. This defaults to all days in the current month.
5. Summary: This row contains figures for the units occupied in the filtered period.
   • The Res Days, or Resident Days, are the sum of all the occupied beds each day through the period. When a bed is assigned to a Resident, it will count in Resident Days whether they are On Premise or On Leave.
   • The Unit Days Summary is the number of days in the period multiplied by the number of occupied units. 
   • Percentage: The percentage is calculated by dividing the Unit Days Summary by the Unit Days Capacity. If all units have been filled for the duration of the period, then this percentage will be 100%.
6. Date: This column in the table will list all days in your selected Date Range.
7. +/-: The plus and minus columns will display how many units have been assigned or unassigned to residents. Click on any pluses or minuses to see the residents represented by the numbers.
   • In the Excel report, these columns are merged to show a total for the day. For example, if there are 3 residents assigned and 4 residents unassigned, the number in the Excel report will be -1.
8. Units: Units are represented by a beds. If a room has 2 beds, it has 2 units. The units displayed for each day show how many units are occupied by residents on that day.
9. 2nd Occ: If a bed has more than one occupant, the second occupant will be indicated in this column. This scenario occurs most often when married couples share a bed at the community. This does not change the number of units, but allows users to easily keep track of how many beds have multiple residents assigned.
10. The Percentage column shows the occupancy percentage for each day.

Move Ins, Move Outs, and Room Changes

Move Ins: When a resident is assigned a room for the first time in ALIS, they will appear in the Move Ins section. Users will be able to see to which room they were assigned, when they are assigned a room in ALIS, when they are expected to move in, the Room Type of their assigned room, and where they are moving in from (if listed).

Move Outs: Once a resident has been moved out, or is unassigned from their room without being assigned to a new room, they will appear in the Move Outs section. If they are moved out of the community, their destination and move out reason will display.

Expected Move Ins: Any Applicant or Resident in ALIS who has an expected Move In date recorded will appear in this section. Once they have been moved in, they will not appear here. This section displays all scheduled move ins, and not only move ins for the month.

Expected Move Outs: Any Resident with an Expected Move Out date recorded will appear in this section. Here, users will be able to see which room they are moving out of (and its Room Type), the expected date of their move, and the reason for their move.

Room Changes: When a Resident is assigned to a new room, they will appear in the Room Changes section. Here, users can see which room they left, and to which room they are moving.

2nd Occupants and Room Changes

• If there are more than two people sharing a bed, the report will only count this multiple occupancy once in the 2nd Occ column.
• This column is counting the number of units that have multiple occupants assigned, not counting how many residents have been assigned.
• If a resident is assigned and unassigned multiple rooms in a day, the Room Changes section will track each of these changes, which makes it possible for a resident’s name to appear there multiple times.

When you are using with the Unit Occupancy report, you can always click this "Need Help?" text to be directed to this guide!