Reporting - Meeting room reservations

1. Purpose of the report

The Meeting Room Reservation report provides a clear overview of meeting room bookings and their financial impact. Use the report to see how many reservations are confirmed, cancelled, on option, or marked as no-show. Identify which meeting rooms are used most often, and understand how reservation revenue is calculated.

The report uses one shared dataset, so the figures in the tiles, charts, tables, and exports should match when the same filters are applied. Your access rights determine which reservation data you can see, so the report only includes locations you are allowed to access.

2. Available filters

Filter	Explanation
Date	Includes meeting room reservations with a booking date inside the selected date range.
Location	Limits the report to the selected location or locations. Users only see locations they have access to. If only one location is available to the user, this filter may be hidden.
Meeting room	Limits the report to the selected meeting room or meeting rooms.
Customer	Limits the report to reservations linked to the selected customer.
Platform	Limits the report to one platform.
Status	Limits the report to reservations with the selected status, such as cancelled or confirmed.
In option	Limits the report to reservations that are, or are not, in option.
External	Limits the report to reservations that are, or are not, marked as external.

3. Important calculation rules

The report is based on meeting room reservations that match your selected filters, with the date range determined by the reservation’s booking date. Your access rights limit the data to the locations you are allowed to access. When reservations use different currencies, no currency conversion is applied, so select a currency to compare consistent values. Reservation statuses such as confirmed, cancelled, and in-option are counted separately and can be filtered. A reservation is counted as a no-show when the reservation’s check-in/no-show setting is marked as “Yes.” Financial values are shown separately for the reservation price, services, credits, discounts, and realized revenue, giving you a clear view of the different components that make up the reservation value.

4. Top tiles, charts and tables

Tile/Chart/Table	Explanation
Confirmed	The number of meeting room reservations that are confirmed for the selected filters.
Cancelled	The number of meeting room reservations that are cancelled for the selected filters.
In option	The number of meeting room reservations that are currently in option for the selected filters.
No show	The number of meeting room reservations where the customer did not show up.
Average attendees	The average number of attendees per booking. It's the total number of attendees divided by the total number of bookings in the selected filters.
Average duration	The average booked duration per meeting room reservation. It's the total hours of booked meeting room reservations divided by the total number of bookings in the selected filters.
Usage per meeting room	This horizontal bar chart shows which meeting rooms have the most bookings based on your selected filters. The X-axis shows the number of bookings for each meeting room, along with its percentage of the total bookings, while the Y-axis lists the meeting rooms in order from most to least bookings. The calculation includes all confirmed bookings that match your filters, including bookings marked as in option or no-show, but excludes cancelled bookings. The percentage represents the number of confirmed bookings for each meeting room compared with the total number of confirmed bookings across all meeting rooms in the selected filters.
Meeting room revenue	This stacked bar chart shows how meeting room revenue is built up month by month for the selected date range. The X-axis shows the months, while the Y-axis shows reservation amounts in the selected currency. Each bar is divided into net meeting room price, additional services, credit usage, and discounts. The net meeting room price is the reservation price excluding products and after credits and discounts have been deducted. Additional services represent products or services added to the reservation. Credit usage shows the part of the meeting room price paid with credits and is displayed with the sign reversed to show the amount covered by credits. Discounts are also shown with the sign reversed to indicate the amount deducted from the reservation price. The realized revenue is shown as a line and is calculated as the net meeting room price plus additional services.
Meeting room usage	This table summarizes reservation usage and revenue per meeting room for the selected filters.
Meeting room reservation overview	The meeting room reservation overview table provides the most detailed level of the report. Each row represents one meeting room reservation that matches the selected filters.

5. Exports

The exports contain the same filtered data as the on-screen report. If the same filters are applied, the exported totals should match the corresponding tiles, charts, and tables.

Note : The report data refreshes overnight. You can manually start this by clicking the ‘update reports’ button to ensure the report reflects current information.