Hotel room status codes and KPIs

Nobody is staying in the room and it has been cleaned. Many hotels still inspect it before it counts as ready.

In other languages: German “Frei, sauber” · Italian “Libera pulita”

The guest has left and the room has not been cleaned yet. On a busy morning this is the list housekeeping works through first.

In other languages: German “Frei, schmutzig” · Italian “Libera sporca”

Cleaned and checked by a supervisor: ready for the next arrival. The front desk should only assign arrivals to rooms in this state.

In other languages: German “Frei, kontrolliert” · Italian “Libera controllata”

A guest is staying and today’s service has been done.

In other languages: German “Belegt, sauber” · Italian “Occupata pulita”

A guest is staying and the room still needs today’s service.

In other languages: German “Belegt, schmutzig” · Italian “Occupata sporca”

The room can’t be sold because of a bigger problem, such as a leak or a renovation. It is usually taken out of the available rooms in the PMS, which changes occupancy.

In other languages: German “Außer Betrieb (gesperrt)” · Italian “Fuori servizio”

The room is held back for a short, small job, such as a broken lamp, and stays in inventory. Check how your PMS treats it: the line between out of order and out of service differs between systems.

In other languages: German “Vorübergehend nicht vermietbar” · Italian “Temporaneamente non disponibile”

The guest has asked not to be disturbed. Housekeeping skips the room and follows the hotel’s rule for when to check on it.

In other languages: German “Bitte nicht stören” · Italian “Non disturbare”

The guest is due to check out today. Housekeeping plans the departure cleans from this list.

In other languages: German “Abreise heute” · Italian “Partenza prevista”

The guest has checked out. The room turns vacant dirty until it is cleaned.

In other languages: German “Abgereist” · Italian “Partito”

The guest is staying another night. The room gets stayover service, not a departure clean.

In other languages: German “Bleibe (Bleibezimmer)” · Italian “Fermata”

The room is registered as occupied but the bed wasn’t used. Worth telling the front desk: it can be a sign of an unregistered departure.

In other languages: German “Nicht übernachtet” · Italian “Non pernottato”

The guest has left without checking out or settling the bill. Housekeeping usually spots it first: an empty room that shows as occupied.

In other languages: German “Ohne Abmeldung abgereist” · Italian “Partito senza saldare”

The guest may stay past the normal check-out time. Housekeeping moves the room to the end of the list.

In other languages: German “Späte Abreise” · Italian “Late check-out”

A guest arrives before the normal check-in time. The room moves to the top of the list.

In other languages: German “Früher Check-in” · Italian “Early check-in”

A guest with a reservation didn’t arrive and didn’t cancel. Usually recorded at the night audit.

In other languages: German “No-Show (nicht angereist)” · Italian “No-show (mancato arrivo)”

A room used by the hotel itself, for a manager on duty or as storage. Usually not counted as sold.

In other languages: German “Eigennutzung” · Italian “Uso interno”

A room given free of charge. It needs the same cleaning, so decide once whether it counts as occupied in your KPIs.

In other languages: German “Freizimmer (kostenlos)” · Italian “Gratuita”

The guest has asked for the room to be serviced, often with a sign or a button at the door.

In other languages: German “Bitte reinigen” · Italian “Rifare la camera”

The share of available rooms that were occupied. Check whether your PMS removes out-of-order rooms from “available”: it changes the result.

Formula: occupied room nights ÷ available room nights × 100

In other languages: German “Belegung (Zimmerauslastung)” · Italian “Tasso di occupazione”

The average price paid per occupied room night, from rooms revenue only.

Formula: rooms revenue ÷ rooms sold

In other languages: German “Durchschnittlicher Zimmerpreis” · Italian “Prezzo medio camera”

Rooms revenue spread over every room you could have sold. It combines price and occupancy in one figure.

Formula: rooms revenue ÷ available room nights = ADR × occupancy

In other languages: German “Logisumsatz pro verfügbarem Zimmer” · Italian “Ricavo per camera disponibile”

Like RevPAR, but with all revenue: rooms, food and beverage, spa, parking and the rest.

Formula: total revenue ÷ available room nights

In other languages: German “Gesamtumsatz pro verfügbarem Zimmer” · Italian “Ricavo totale per camera disponibile”

Gross operating profit spread over every available room. It shows what is left after operating costs, not just what came in.

Formula: gross operating profit ÷ available room nights

In other languages: German “Bruttobetriebsergebnis pro verfügbarem Zimmer” · Italian “GOP per camera disponibile”

What each occupied room night cost in pay, employer on-costs and agency labour. Read it next to occupancy, and compare it with your own months.

Formula: (gross pay + employer on-costs + agency labour) ÷ occupied room nights

In other languages: German “Personalkosten pro belegtem Zimmer” · Italian “Costo del lavoro per camera occupata”

Labour cost spread over every available room night. It doesn’t move with occupancy, so it shows the size of your fixed team.

Formula: labour cost ÷ available room nights

In other languages: German “Personalkosten pro verfügbarem Zimmer” · Italian “Costo del lavoro per camera disponibile”

All rooms-department costs per occupied room night: labour plus linen, laundry, amenities, cleaning supplies and similar.

Formula: rooms-department costs ÷ occupied room nights

In other languages: German “Kosten pro belegtem Zimmer” · Italian “Costo per camera occupata”

The share of revenue spent on labour. Use rooms revenue for the rooms division, total revenue for the whole hotel.

Formula: labour cost ÷ revenue × 100

In other languages: German “Personalkostenquote” · Italian “Incidenza del costo del lavoro”

One room occupied for one night. The unit most room KPIs divide by.

In other languages: German “Belegte Zimmernacht” · Italian “Notte camera occupata”

How many rooms one room attendant cleans in a shift. Count departures and stayovers separately, or weight stayovers, because they take different time.

Formula: rooms cleaned ÷ attendant shifts

In other languages: German “Zimmer pro Schicht (Reinigungsleistung)” · Italian “Camere per turno”

Hours worked per occupied room night. Unlike cost, it doesn’t change when pay rates change, so it shows productivity on its own.

Formula: labour hours ÷ occupied room nights

In other languages: German “Arbeitsstunden pro belegtem Zimmer” · Italian “Ore di lavoro per camera occupata”

The written record one shift leaves for the next: what happened, what is open, who owns each open item and by when.

In other languages: German “Schichtübergabe” · Italian “Passaggio di consegne”

The overnight close of the hotel day in the PMS: charges posted, no-shows recorded, reports run, and the date rolled over.

In other languages: German “Tagesabschluss (Night Audit)” · Italian “Chiusura notturna (night audit)”

The fixed quantity of an item that should be in a room, on a trolley or in a store, such as two bath towels per guest. Restocking brings things back to par.

In other languages: German “Sollbestand” · Italian “Dotazione standard (par)”

The hotel’s core system for reservations, rooms, guests and billing. Apaleo and Mews are two examples.

In other languages: German “Hotelsoftware (PMS)” · Italian “Gestionale alberghiero (PMS)”