How to Access and Create Reports

Modified on: Fri, 7 Jan, 2022 at 7:08 AM

Applies to:       StayNTouch Cloud PMS    StayNTouch PMS Overlay

How to Access and Create Reports


To access reports in StayNTouch Cloud PMS, navigate to Reports > New Report



Please note, users will only see reports for which they've been granted permission to access. Below are some commonly used reports that we will generate for this example:

  • Action Manager Report: This shows you a list of to-do items for departments within a property for the given date.
  • Arrival Report: This shows you a list of arrivals. You can include options, such as due in arrivals, guest notes, reservation notes, actions, and guests.
  • Booking Source & Market Report: This shows you the amount of bookings by source and market for a date range, either historic or for the future.
  • Business on the Books Report: This shows you how much revenue and rooms you have on the books, either historic or for the future.
  • Cancellation & No Show Report: You can select a cancellation or arrival date range. By selecting an arrival date range and toggling from cancellations to no shows, this can very easily become a no show report for that date range.
  • Check In/Check Out Report: This shows you how your guests are checking in and out (via StayNTouch Cloud PMS, StayNTouch Guest Mobility, or StayNTouch Guest Kiosk).
  • Comparison Report: The Comparison Report is a commonly-used manager's report, which will give you important statistics for the date, including occupied rooms, revenue by charge code, ledger data, and taxes. 
  • Credit Check Report: This can be run on every shift and can show guests who have exceeded their credit balance on each bill window.
  • Daily Production by Demographics Report: This shows you how your guests are booking based on market segmentation for the date range selected.
  • Forecast Report: This shows you actualized and on the books data, including ADR, revenue, adults and children, arrivals, and departures.
  • Group Pick Up Report: This shows you how your groups are picking up over a given date range.
  • Occupancy & Revenue Summary Report: This shows you a highlight of your occupancy and revenue for the dates selected.
  • Rate Adjustment Report: This shows you any rates that have been overridden from their original quoted value for the date range selected.



To view these generated reports, navigate to Reports > Reports Inbox. Each individual user's generated reports will show in their own Reports Inbox for today and the prior three calendar dates. A report can be saved by downloading a CSV (where applicable) or generating a PDF by printing to PDF.



When a report has no data to display, you will see the screen below with no data.



You'll also notice there are interactive reports, such as the Arrival Report, Guest Balance Report, and In-House Guests Report, which show data like actions, notes, comments, and you can even select a record by clicking into the guest's name. The Arrival Report, for example, is particularly useful in meetings, like morning stand up meetings, where you can review your arrivals for the day or the date range and take any necessary actions on the reservation itself.



Below are some sample screenshots of the reports mentioned above.


Action Manager Report




Arrival Report




Booking Source & Market Report




Business on the Books Report




Cancellation & No Show Report




Check In/Check Out Report




Comparison Report





Credit Check Report




Daily Production by Demographics Report




Forecast Report




Group Pick Up Report




Occupancy & Revenue Summary Report




Rate Adjustment Report




SCHEDULED REPORTS


StayNTouch Cloud PMS also makes it easy to schedule reports from Reports > Schedule a Report/Export > Scheduled Reports > + NEW REPORT SCHEDULE. You can generate these reports to an email address, an SFTP drive, Google Drive, or Dropbox.


When you click on + NEW REPORT SCHEDULE, you'll see a full list of reports available for scheduling. For this example, we'll select the In-House Guests Report.







Below is an explanation of each of the parameters you can select:

  • Schedule Parameters
    • TIME PERIOD: Select from Today or Tomorrow.
    • OPTION(S): Select from the following:
      • HAS VEHICLE REG NO
      • INCL GUEST NOTES
      • INCL RES. NOTES
      • INCLUDE DUE OUT
      • NO NATIONALITY
      • RESTRICTED POST ONLY
      • SHOW GUESTS
      • SHOW PHONE NUMBER
      • VIP ONLY
    • SORT BY: Choose from Company, Name, Rate Code, Room, and/or Room Type.
  • Schedule Details
    • REPEATS: Choose from Hourly, Daily, Weekly, Monthly, or Run During EOD.
    • REPEATS EVERY: Enter a number and then select repeats per Hour, Day, Week, or Month.
    • STARTS ON: Select a date.
    • STARTS AT: Select a time.
    • ENDS ON: Select from the following:
      • After a number of hours, days, weeks, or months (depends on what was selected in the REPEATS EVERY field).
      • On a date
      • Never
  • Distribution List
    • DELIVERY METHOD: Choose from Email Export Delivery Type, SFTP Export Delivery Type, Google Drive, or Dropbox. Then indicate where to send it.


SCHEDULED EXPORTS


It's also possible to schedule exports from Reports > Schedule a Report/Export > Scheduled Exports > + NEW EXPORT SCHEDULE. You can generate these reports to an email address, an SFTP drive, Google Drive, or Dropbox.


When you click on + NEW EXPORT SCHEDULE, you'll see a full list of exports available for scheduling.



CUSTOM EXPORTS


StayNTouch Cloud PMS also supports custom exports from Reports > Schedule a Report/Export > Custom Exports > + NEW EXPORT. Here you see the various data types from which you can select. They include the following:

  • Allotment
  • Company
  • Financial Transaction
  • Group
  • Guests
  • Reservation
  • Stays
  • Travel Agent



Custom exports are very useful for data mining and creating specific reports for the data you may need. As an example, we'll select the Guests option. Below is an explanation of each of the parameters you can select:

  • Select Fields: You can select from a host of related fields.
  • Set Order & Labels: Order the fields you just selected and rename them if desired.
  • Set Filters: Add filters based on the fields selected. These can help make your report more useful.
  • Frequency: Set the frequency of which your custom export will be conducted.
  • Delivery: Choose from a DELIVERY METHOD of either Email Export Delivery Type, SFTP Export Delivery Type, Google Drive, or Dropbox. Then indicate where to send it.
  • Choose an EXPORT NAME 
  • Choose an OUTPUT FORMAT of either CSV, XML, or JSON.
  • If you select CSV as your OUTPUT FORMAT, you can choose to INCLUDE CSV HEADER.
  • Select SAVE EXPORT to create your custom export.








It is also possible to regenerate a custom export by opening the custom export from Reports > Schedule a Report/Export > Custom Exports and selecting the RUN NOW button.



The article above explains how to access and create reports in StayNTouch Cloud PMS. For more information, view this video or contact Customer Support.

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