Occupancy & Utilisation Tracker Report
Occupancy & Utilisation Tracker Report
When would I use this report?
This report tracks occupancy and utilisation, allowing you to switch between centre, room, and session views and adjust the time period to daily or weekly. It helps monitor space efficiency, identify underused resources, and improve scheduling and planning for better resource management.
The report is broken into 2 parts:
- Occupancy - Provides you with details regarding your service/s occupancy and utilisation details.
- Pending Booking Management - Provides a summary of all pending bookings within your service. Bookings in a pending status are neither approved nor rejected, which means your service may not be operating at full capacity.
Occupancy Tab
Report Filter options
Filters
- Date Range: Shows the occupancy during this date range
- Grouping:
This determines how the data is grouped, which impacts how the numbers are calculated.
- Centre: Selecting this won’t show the Room and Session Column
- Room: Selecting this won’t show the Session Column
- Session: Selecting this shows all three columns in the table
- Period: This determines how the data is grouped depending on the period, also impacting how the numbers are calculated.
- All: Selecting this will show the total occupancy numbers for the selected grouping. It also hides any period column
- Weekly: Selecting this will show weekly calculations. This will show the week-end date column
- Daily: Selecting this will show daily calculations. This will show the weekend, date, and day columns
- Active Rooms: Allows you to decide if you would like to include or exclude closed rooms for your analysis.
- Include Holidays/Exception Switch: Allows you to decide if you would like to include or exclude capacity for holidays for your analysis.
- Important columns to note:
Heading | Description |
|---|---|
Total Families | Number of families who have bookings during the date range selected |
Total Children | Number of children booked during the date range selected |
Capacity | Capacity considering custom schedules during the date range selected |
Occupancy (%) | Calculated as (Bookings/Capacity) * 100 |
Attendance | Number of children who actually attended during the date range |
Utilisation (%) | Calculated as (Attendance/Capacity) * 100 |
Average Capacity | Calculated as (Capacity/Days Open) |
Average Attendance | Calculated as (Attendance/Days Open) |
Centre Licensed Capacity | Calculated as Under Roof Capacity that is in CCS Proda multiplied to number of weekdays |
Licensed Occupancy (%) | Calculated as (Bookings/Centre Licensed Capacity) |
Pending Booking Management Tab
This report provides a summary of all pending bookings within your service. Bookings in a pending status are neither approved nor rejected, which means your service may not be operating at full capacity.
The report will also assist you with optimising your service’s utilisation and streamline your booking management.
Pending bookings = Guardian requested Casual or Recurring bookings pending Service approval to attend.With this report, you can:
- Quickly identify pending bookings
- View current capacities and vacancies
- Make informed decisions before approving or rejecting requests
Section 1 - Filters:
- Date Range: Shows the pending bookings for this date range. Ideally should be future dates as the dashboard should be used for deciding on pending bookings.
- Grouping: Provides the options to switch the table groupings from room to date depending on your requirements.
Section 2: Tables
Heading | Description |
|---|---|
Total Pending | Total number of Pending bookings to be approved. |
In Rooms with Vacancy | Total number of Pending approval bookings vs Room availability. |
In Full/Overbooked Rooms | Total number of Pending approval bookings, for rooms at capacity (this will include if auto- approval is selected but allow bookings to be requested if room is at capacity is enabled) |
With Conflicts | Total number of Pending bookings that are more than the available vacancies |
Section 3 & 4 - Pending in Vacant Rooms - Dates & Pending in Full/Overbooked Rooms - Dates
Breakdown of the Vacancy tables.
Included information
Heading | Description |
|---|---|
Booking Date | Date booking is requested for |
Capacity | Capacity considering custom schedules during the date range selected |
Vacancy | Computed as the difference between capacity and number of approved bookings in the room |
Absences | Bookings that have been marked as absences for that room and date |
Child name | Child name for pending booking |
Days Waiting | Number of days between today and the day the booking was created |
Current Room | Room that the child has an approved booking in during the date range selected |
Created On (AEST) | Date and time that the booking was created |
Section 4 - Pending with Conflicts
Full breakdown of the Tables, per child, per date.
Included information in different to sections 3 & 4
Heading | Description |
|---|---|
Request Order | Ranks the children on who made the booking first in the same room and date using the Created-On column |
Sibling Attending | Displays if a sibling has any approved booking in the same service in the date range selected. |
Managing Pending Booking
Child Popup Window
- Selecting the child’s name within the tables will provide you with a popup window that displays more details about the child.
- Go to Bookings button - Clicking this will take you to a new tab which would direct to the Family Bookings screen for the selected Child.
Updated on: 06/01/2026
Thank you!