Daily Session Utilisation Report

When would I use this report?

The Daily Session Utilisation report is a powerful tool for managing and tracking various aspects of room occupancy and session usage for your service.

• Manage Room Allocations: Know which rooms are open or closed and when.
• Monitor Session Usage and Revenue: Track how sessions are being used and ensure revenue is being generated correctly.
• Plan and Adjust for Service Changes: Identify when to close rooms or adjust capacity (e.g., closing BSC & ASC rooms during holidays).
• Capacity Management: Ensure that daily caps are respected, adjusting them if necessary based on usage patterns.

How would I use the information on the report?

1. Track Room Occupancy per Day

This feature helps you monitor how often each room is used throughout the day. It’s ideal for tracking trends in room usage, understanding peak times, and making informed decisions about staffing and room allocation.

You can view occupancy data for individual rooms, which will help in managing the availability of rooms for specific programs or sessions (e.g., Vacation Care or BSC rooms).

2. Monitor Used Sessions/Fees

This section provides an overview of the sessions that have been utilized, along with associated fees. It ensures that you're capturing all revenue and managing service usage efficiently.

You can use this to track how many sessions are being used, ensuring that you're meeting your financial and operational targets. It also allows you to identify any discrepancies or issues with booking, billing, or fee collection.

3. Track Closed Days

Helps you identify days when rooms or services are closed, ensuring that you're aware of any days off and can adjust accordingly.

You can track room closures like those for Vacation Care, Pupil Free Day, or holiday closures (e.g., BSC & ASC rooms during holiday periods). This feature is particularly helpful for managing bookings during times when rooms aren’t available, ensuring clear communication with users.

4. Track Changes to Daily Capped Places

This feature allows you to manage the daily capped places for your services, ensuring that you don’t exceed your capacity limits and can adjust these caps as needed.

You can review any changes to capped places for specific sessions and rooms. This helps in managing space limits, adjusting availability, and ensuring that you don't overbook or exceed operational limits.

5. Room Closures for Specific Services (e.g., OSHC)

The report assists OSHC services in managing closures or specific program sessions, such as when certain rooms need to be closed for Vacation Care or Pupil Free Days during term time.

When you have services that need room closures for specific dates, the report provides visibility into these closures, allowing you to ensure that the correct rooms are closed and adjust bookings accordingly.

6. Daily View Based on Room Settings

You can view your service data on a daily basis, specifically aligned with your room settings. This helps you manage services on a day-by-day basis.

By focusing on Room settings, you get an in-depth daily view of occupancy. For instance, if a room is underutilized, you might decide to adjust the session schedule or offer promotions to fill it up.

7. Filter by Custom Schedule Periods

The report allows you to apply custom filters to view data for specific time periods or custom schedules, providing more flexibility and detailed insights into occupancy patterns.

For example, if your service operates differently during the holidays, you can adjust the report settings to display only the holiday period, helping you track usage during that time specifically.

Daily view

The Daily Tab view, will calculate the Utilisation based on the Room Tab settings, not including the Custom Schedules.

Scheduled Tab view

The Scheduled Tab view will calculate the Utilisation based on the created Custom Schedules - places, open/closed.

Updated on: 25/08/2025