Occupancy and Census Reports in ALIS give you an at-a-glance view of who lives where, how full the community is, and who is moving in or out. Use it for daily stand-ups, sales and vacancy questions, census and state filing, length-of-stay tracking, and move-in/move-out planning.
About Occupancy and Census Reports
Most of these reports share a common layout. Filter by Community, Date Range or Month, then click Refresh to load results. Every report can be exported with Export to Excel, and several also offer a Print option. Resident names are links that open the resident's profile.
The Occupancy Board is the exception. It is a live board rather than a table report, so it has no date range or export and always reflects the current day.
Occupancy Calculations and Auditing
Occupancy is the percentage of leasable units that are financially occupied.
A simple way to keep the terms straight: occupancy is real estate, census is people. Occupancy measures the building, while census measures who is actually on premise.
A primary occupant has their own lease and counts toward occupancy; a secondary occupant adds to census but not to occupancy.
How a unit is counted depends on how your company handles A and B beds on the floor plan:
- Whole units (beds): Native ALIS reports (Weekly Occupancy and Unit Occupancy) count each bed as one unit: a room with an A bed and a B bed counts as two units. Use A and B beds only when the room holds two separate leases. A couple on a single lease should be one bed shared by a primary and a secondary occupant, not two beds. This is often why a community would see more total units than expected.
- Half units (doorknobs): Some companies instead count each bed in a shared room as 0.5 of a unit. The native reports do not reflect this, so for these companies the Weekly Occupancy (ALIS HQ) dashboard is the point of truth.
Either way, the Unit Occupancy remains the best place to troubleshoot any data discrepancies.
How do room assignment and move-in dates impact occupancy and census?
Occupancy is driven by the room assignment date and the Financial Move In date, which should always match (Unit Occupancy flags them when they do not), while the Physical Move In date drives census. Because these can be entered inconsistently, audit your occupancy data periodically so the numbers stay accurate and comparable across communities.
Good to know: Occupancy can legitimately exceed 100%. When a resident gives a 30-day notice (including on death), they keep paying for the room while the community may already assign and move in the next resident, so the same room is briefly counted for both.
For more on how occupancy is calculated and audited, see see Occupancy Terminology and Calculations and How to Audit Resident Occupancy.
Access Occupancy and Census Reports
Most of the reports in this guide are ALIS Reports . Find them under Reports > Occupancy and Census Reports, and open several of them from the Communities dropdown at the top of the page as well.
The one exception is the Weekly Occupancy (ALIS HQ) dashboard. To access it, use the Dashboard dropdown menu > ALIS HQ, the ALIS HQ dashboard icon, or the Reports > ALIS HQ Dashboards tab.
There are other available HQ Dashboards to support your Occupancy and Census reporting. Consult your Account Manager for which dashboards would best suit your company's needs.
Which report should I use?
| I need to... | Use |
|---|---|
| See every unit's live status right now, in one screen | Occupancy Board |
| Track portfolio move-in trends and occupancy health, week over week | Weekly Occupancy (ALIS Reports) |
| Track portfolio move-in trends and occupancy health, week over week *when your company counts A/B beds as half-units, or you want census, ADO, and budget depth | Weekly Occupancy (ALIS HQ) |
| See day-by-day occupancy and rent trends for a date range | Unit Occupancy |
| Get one occupancy percentage per community for a period | Unit Occupancy Summary |
| See who is assigned to which room, with rates and dates | Room Assignments |
| Find units available to assign and how long they have been vacant | Open Room/Bed Census |
| See each resident's on-premise days across a month, for census or billing | Historical Census |
| Count total days each resident has been in the community | Days Count |
| Review who moved in over a period | Move In |
| Review who moved out, with reasons and destinations | Move Out |
| See scheduled, upcoming move-outs | Expected Move Outs |
Occupancy Board
Use this report to answer "How full are we right now?", to distinguish reserved units (move-in scheduled) from vacant ones, and to locate any resident's unit in seconds.
It reads live from your floor plan units, resident assignments, and reservations, so it always reflects the current day with no setup required. Six KPI tiles across the top (Total Units, Total Residents, Occupied, Vacant, Expected Move-Outs, and Reserved) provide the headline numbers, and below them one card per bed groups into four status columns.
The top-right toggle switches between By Unit Status and By Product Type (one column per care line), and you can search by resident or unit number.
A unit can appear in more than one column at once (occupied with an expected move-out, or vacant with a reservation). Because of this, the column counts and the tile percentages are not meant to add up to the totals.
Weekly Occupancy (ALIS Reports)
Use this report to track occupancy and move-in momentum across the entire portfolio, week over week, and to measure performance against budget.
It reports every community over two time frames at once, a custom Date Range and Month-to-Date, so net gain (move-ins minus move-outs), current occupancy percentage, and vacant units appear alongside budget, variance, and prior-month trend columns. The Budget and Variance figures depend on occupancy budgets set on your Floor Plan pages, and the move-out columns follow your Hotel Rules.
Like all native reports, it counts every bed as one whole unit. If your company counts A and B beds as half-units, use the ALIS HQ version below instead.
For more information, see the Weekly Occupancy Report Guide.
Weekly Occupancy (ALIS HQ)
Companies that count A and B beds as half-units (doorknobs) use it as this as their occupancy point of truth, since the native reports count those beds as whole units. Other companies use it in alongside their native reports for its added census, ADO, and budget depth.
Every selected community rolls up into one expandable Weekly Occupancy by Community/Category table. Beyond the standard unit move-in, move-out, and net counts (period and month-to-date), it adds census detail (primary and secondary in, out, and net), average daily occupancy (Unit ADO and Unit % ADO), average census, budget, and current vacancy. That added depth, and the bed or doorknob occupancy calculations behind it, is why teams reporting at the region or ownership level may tend to prefer it.
Data refreshes daily (the header shows how current it is), and you can export from the icon at the top right.
This dashboard is enabled per company. If you need access to it, contact your Account Manager.
Unit Occupancy
Use this report to understand what drove a community's occupancy over a date range, and to audit every move-in, move-out, and room change within that window.
Occupancy is counted by room assignment dates and presented as a daily grid with capacity, a summary row, and a percentage for each day. Select any day's plus or minus to see which residents were assigned or unassigned that day. Sections at the bottom of the page list the period's move-ins, move-outs, expected moves, and room changes.
This report differs from Historical Census, which counts the days a resident was physically on premise rather than the beds assigned. Export to Excel to break the numbers down by room type.
It is also the best place to catch data discrepancies, even when the ALIS HQ report is your occupancy source of truth. It flags any resident whose Financial Move In and room assignment dates do not match, its move-in and move-out lists let you reconcile counts (for example, when a month shows six move-outs but you expected five), and a "residents assigned to multiple units" section surfaces anyone paying for two rooms at once, so a business office manager can confirm a prior room assignment was ended correctly.
For more information, see the Unit Occupancy Report Guide.
Unit Occupancy Summary
Use this report to compare occupancy across communities on a single line during a portfolio review.
Each community appears as one row for the chosen date range, and the report shows the calculation behind the percentage: days in the period multiplied by unit count gives total unit-days, and occupied unit-days divided by that total gives the percentage (Days in Period × Unit Count = Unit Days, then Unit Days Occupied ÷ Unit Days = % Occupied).
Room Assignments
Use this report to confirm a resident's room, rate, and dates, or to produce a full room roster for a floor or hall.
Each row includes a View button that opens the resident's profile, and the location filters (floor, hall, room category, room type, and room number) allow you to drill to a precise slice. The columns also identify Occupant Type (primary or secondary), Beds in Room, and Market Rate.
Open Room/Bed Census
Use this report when sales or operations need to see which units are available to fill and how long they have been vacant.
The report lists only units available for assignment; any unit not shown is currently occupied, and a banner at the top of the report confirms this. Each open unit shows its location, room type, and market rate alongside a Days Vacant count, which reads "Never Occupied" for units that have never been filled.
Filter by floor, hall, category, or room type to focus on a specific wing or unit type.
Historical Census
Use this report to reconcile billed days against days actually on premise, or to produce the monthly census for state filing.
It presents a full month as a day-by-day grid, marking an X for each day a resident was on premise. A resident is counted as off premise for a day only if they left and had not returned by 11:59 PM, with the reason noted (Home, Hospital, Vacation, Holiday, Skilled Nursing, or Rehabilitation Facility).
Tabs regroup the same data by Product Type, Classification, and a Summary, and the header displays the community's license number for filing.
Days Count
Use this report to confirm billable days or length of stay for residents over a date range.
Both financial and physical move-in and move-out dates appear for context, and you control how the total is counted: choose whether to include partial days and the move-out day, and select specific leave reasons to ignore so they do not inflate the count.
Move In
Use this report to track new admissions over a period and connect each one to its prospect record.
A toggle reports by either physical or financial move-in date, and each row links to both the resident and their prospect profile (when applicable).
Filter by resident stage, product type, or where the resident moved in from. The Excel export adds referral detail (Referral Name, Organization, and Contact Type), where the former "Prospect Source" column is now "Prospect Source or Referral Type."
Move Out
Use this report to analyze attrition, understand why residents leave and where they go, and review length of stay.
A Date Type toggle reports by physical or financial dates, and each row captures the event type, move-out reason, destination and address, the resident's care level at admission versus at move-out, and the number of incidents during their stay.
Filter by reason, destination, event type, or product type to narrow the results.
Expected Move Outs
Use this report to forecast upcoming vacancies and plan them against your reservations.
It lists move-outs scheduled within a date range, showing each resident's stage alongside their expected physical move-out date and the actual date once it occurs.
Filter by resident stage or by the expected move-out date range.
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