You can track how many days a month or a year a specific space is used/booked with the Utilization Analysis by Space report. This report is an Excel report.
- Click the Utilization Analysis by Space link from the Main Menu. The Utilization Analysis By Space screen opens.
- Enter the following required information:
- Report Title - Name to display at the top of the report. Defaults to Utilization Analysis By Space.
- Event Start Dates - Start date range to determine the events included in the report. Only events with start dates within the entered date range are used in the report.
- Group By Month - If checked, the report is grouped by month.
- Event Status - Range of the event statuses to use in the report. Most often, you use a Firm status through a Paid or Settled status.
- Booking Status - Range of the booking statuses on the events to use in the report. Most often, you use a Firm status through a Paid or Settled status.
- Space Type - Space type(s) to use in the report.
- Scope - Select to include bookings for events, jobs or both in the report.
- Space Filters - Select to include only booked spaces (Booked Spaces) or the base spaces of the booked spaces (Base Spaces).
- Select the Report Columns tab. This is where you configure the columns in the Excel file that is created for the report.
- Click the arrow next to the Add Report Column button.
- Select which type of column to add:
- Add Report Column - Adds a column to the Excel report using standard report fields determined by the software. The Report Column screen opens where you can select which field to use in the column, the name of the column and the column formatting.
- Add Space Column - Adds a column to the Excel report with the selected space field. The Report Column screen opens where you can select which field to use in the column, the name of the column and the column formatting.
- Add Formula Column - Adds a column to the Excel report using an Excel formula. The Report Column screen opens where you can enter the formula to use in the column, the name of the column and the column formatting.
- Select the Page Setup tab.
- Select the desired page scale from the Page Scaling radio buttons.
- Select the desired page orientation from the Page Orientation radio buttons.
- Click OK. Microsoft Excel opens with the information you selected on the Utilization Analysis By Space screen.
Comments
9 comments
Hi, Will like to know what is the formula of all the fields from this report.
Tried to match the data but seem like the information generated does not match.
Thanks.
Regards,
Mavis
0 upvotes
Dear Mavis,
We will get back to you about this next week. Thank you.
0 upvotes
Hi Viviane,
Thanks for your response.
As we will like to make full use of the existing standard report in the system but before that we will need to understand the report before we can intro to the users.
Regards,
Mavis Yew
0 upvotes
My colleague from the Technical Department has sent you an email - let us know if you need anyhting else.
0 upvotes
For everyone else maybe interested in this - The answer was:
The formula for the columns are:
“Booked Days”: How many days the specific room is booked in the date frame you’ve selected
“Booked Time”: How many hours the specific room is booked in the date frame you’ve selected
“Chargeable Booked Days” : How many of the “Booked Days” were charged (for example you’ve charged your client at 28 of 29days rent)
1 upvotes
This report is not working for us we are getting an error message that reads "Arithmetic operation resulted in an overflow"
0 upvotes
Hi Eddie,
This is something that needs to be resolved through our Development Team. Please enter a ticket with Client Care with all the necessary details, and they can begin working on getting it routed to the correct team for a resolution.
Thanks!
Maggie
0 upvotes
Hey Eddie McCarron - Royal Dublin Society - Ireland it sounds like a maths issue (like trying to calculate a number greater than the maximum allowed value)
If you can run the Crystal Report inside Crystal it should highlight the formula that's causing the issue.
That being said, i'm sure if it's a stock USI report they'll have it fixed for you in no time ;)
0 upvotes
I'm having troubles with the 'Actual Space Rental' calculating properly. This appears to be calculating the total space rental for the entire event (multiple spaces), rather than the actual space rental against that particular space.
Also, is it possible to tag the total square feet against a room - so that this can form part of the space analysis - i.e. total square feet used across multiple spaces for the month?
0 upvotes
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