Reports & Analytics Part 1: Business Reports

Introduction

Business Reports  

In GuestWisely, Business Reports are reporting tools that provide important insights into reservation and property management aspects of your business. Like other reporting solutions in GuestWisely, these tools help you manage your day-to-day operations, while aiding decision-making, by enabling stakeholders to monitor key metrics, identify trends, and implement data-driven strategies. 

Other Reports 

GuestWisely also has extensive reporting tools in the following areas, which are covered in separate tutorials:

• Integrated Accounting
• Owner Management
• Dynamic Report Builder (for creating your own customized reports.)

This Tutorial 

In this tutorial, we’ll be reviewing the GuestWisely Business Reports suite, including reports for the following:

• Quotes 

• Bookings 

• Owner Association  

• Housekeeping 

• Maintenance 

• Check-in Management

• Travel & Damage Insurance Reporting (for CSA users)

Report Structure
Each report has three main sections, as shown in this Bookings Report example:

1. A dashboard table related to the report subject matter. 
2. Data filters and search fields. 
3. An icon legend for executing various functions.
   

As standard,  icon legend can be used to access help, change currency, and to share, download, or print the report after applying your filters. As we’ll see in this tutorial, some reports have additional features available on the icon legend.

In the Guest Details column, clicking the phone number or email will enable you to directly contact the guest. Click name or booking ID to view the quote or booking.

Scroll right to see all the fields in the report. When printing, your report will fit on one landscape sized page. 

Reports with Stay Milestone dropdowns will let you filter by check-in date, check-out date, stays fully within date parameters, stays occurring fully or partially within a date range, the date the booking was made, and cancellation date for cancelled bookings.

Individual Reports

Quotes Report 

This report provides a detailed overview of all quotes:

Alongside guest, booking, and payment details, the report shows the quote’s lead source and current availability. You can also add internal notes and special terms agreed with the guest. These terms will appear in an updated rental agreement.

Bookings Report

The Bookings Report displays booking status and other booking-related details:

While similar to the Quotes Report, the Bookings Report also has fields for the:

1. Arrival Form: confirms whether or not the guest has completed their Arrival Form, assuming you use this helpful GuestWisely feature. 

2. Payment Status: lets you know whether or not payments are current. 

3. Commissions: Displays your commissions on a per booking basis. You can also click on the commission amount to make changes. 

Booking Expenses: These are expenses related to the booking. Retained Funds: When funds are held due to a cancellation or damage, use this dropdown to specify whether they belong to you or the property owner.

Association Report

The Association Report is designed for communities where property managers are required to submit occupancy reports to a local estate manager. It provides a concise summary of guest information for a specific date range, while excluding sensitive financial or personal contact details.

Housekeeping Planner

The Housekeeping Planner provides admins with an overview of cleaning assignments and status. Housekeepers log in using credentials you provide and see the same dashboard—visibility of other users’ jobs depends on the User Rights you configure.

1. Filter Options: Filter by housekeeper, property, and stay milestones and dates.
2. Display Options: Check or uncheck each box to display or remove the item from the report.
3. Quick Preview Panel: Use this carousel to quickly see cleanings for today, tomorrow, or up to 3 days out. 
4. Assign Cleaners: Click the relevant cell to assign or change the cleaner. 
5. Same-day Changeovers & Check-in Today: These fields respectively indicate whether this cleaning is occurring when there is a same-day change-over or guest arriving that day. 
6. Stay Dates: Sort by stay dates.

7. Status: Indicates the status towards cleaning completion. 

8. Action Icon: Assign cleaners, schedule cleanings independently of bookings, and enable auto-assignment based on check-in or check-out dates. You can also access the booking calendar and toggle visibility of other housekeepers’ assignments.

The Housekeeping Report shows both automatic and manual assignments, based on global settings in Settings > User Rights > Operations. These apply across all properties and staff. When multiple housekeepers are assigned to a property, tasks default to the most recently added housekeeper or check-in manager. For example, if a second housekeeper is added, they’ll receive the next assignment.

Check-in Planner 

The Check-in Planner or Check-in Manager report offers a similar layout and functionality to the Housekeeping Report but is used to confirm properties are ready for guest arrivals.

Under Solutions > Operations >  Check-in Planner  you can create Housekeeper, Check-in Planner and Maintenance profiles independently, or combine them under one login if you or a staff member do more than one job. 

Maintenance Planner

The Maintenance Planner lets you create and track tasks, distinguishing between those that can be handled during a guest stay and those that require the property to be vacant.

Creating Maintenance Tasks:

Use the icon legend to create and edit maintenance tasks. 

• Create and assign job

• Designate property and job type.

• Define date or date range.

• Confirm whether property must be vacant or can be occupied.

• Define hours and rates

• Record as an expense

• Assign cost to the property owner. 

• Record status towards completion.

CSA Report

CSA services are automatically included in periodic reports when conditions are met: a U.S. guest address, completed CSA payment, and a U.S. property location. Access the report via the provided link.