You can display a variety of reports that provide you with Reservations data. You can access tasks for these reports in the Management Reports process in the Process Navigator.
Some of the Reservations reports are View Analysis views, which include clickable links to detail views. For information on View Analysis views, see the Working with View Analysis Views topic.
All reports in the below list that are marked with an asterisk (*) are View Analysis views. All data in fields in the View Analysis reports are clickable links to detail views. In addition, all bars in bar graphs are clickable links to detail views.
Several reports document costs by calculating costs for the room arrangement and for resources. Costs are determined by the values entered for the following:
Costs are determined by the number of units for which a room arrangement is reserved (for example, number of hours), multiplied by the Cost per Unit for the room arrangement (rm_arrange.cost_per_unit). Similarly, resources are charged by multiplying the number of units by the resource cost (resources.cost_per_unit). Unlike space usage with the Hoteling and Space applications, the Reservations application does not prorate and charge back the use of common space. The departmental costs are determined simply by summing up both room and resource costs that were utilized and assigned to the selected division/department.
The following are examples of how the application calculates reservation costs when different values are entered for the Unit to Cost by and Cost per Unit fields.
Suppose you have made a reservation for a room for a six hour block for a single day. The following describes how the cost for this reservation would be calculated, depending on the values entered for the Unit to Cost by and Cost per Unit fields.
Cost Breakdown for a Single Six hour room reservation
| Unit to Cost by | Cost per Unit | Cost Calculation |
| Reservation | 20. | 1 reservation x 20. = 20. |
| Minute | 20. | 360 minutes x 20. = 7200. |
| Hour | 120 | 6 hours x 120 = 720. |
| Day | 20. |
1 day x 20. = 20. As this is a single meeting, reserved for just one date - the reservation is for one Day unit. |
| Partial Day | 20. |
2 x 20 = 40 Partial days are calculated by dividing the number of hours by 4, and then rounding the result to the next biggest integer (in this case 2), and then multiplying this value by the cost per partial day. |
For both room arrangements and resources, you can specify a percentage of the cost that should be charged for late cancellations. Late cancellations are cancellations made after the day specified by the Cancellation # of Days Ahead value entered for the room arrangement or for the resource. If these values are entered, the application adds this cost to the reservation for any late cancellations.
The capacity use is calculated for each reservation by totaling all meeting attendees (that is attendees physically present in the room as captured by the # of Attendees in Room - reserve_rm.attendees_in_room - field ) for the reservation and calculating what percentage of the maximum capacity these attendees represent.Capacity Use = attendees_in_room/max_capacity*100 (calculated
for each room reservation)
Then the report calculates the Average per month using an AVG formula (sums the capacity use for each reservation in the month, and divides this by the number of reservations). Average Percentage Capacity = total Capacity Use for all room reservations
in the month/number of reservations
Note: For reporting, each room reservation in a conference call is treated as a separate reservation. Since attendees are not assigned to a specific room, all attendees will be added to each reservation in the conference call. Be aware that this will artificially increase the average capacity use for the Room Capacity Utilization report. To get an accurate total for conference calls, you can edit the value for the # of Attendees in Room field for each room directly from the timeline by clicking on the room's reservation, and changing the value in the Edit Room Reservation pop-up window. Ideally, you should make these changes after you have finalized your room selections and no longer need to enter a value in the Capacity field.. This way the application will not overwrite the changes you make. See Capturing the number of attendees physically present for a meeting.
Note: Due to an error when publishing the Oracle and SQL Server databases, the database view rrmonrmcap was not correctly updated for SQL Server and Oracle. This causes the Room Capacity Utilization per Month report to show external + internal guest value instead of the real attendees in room value. To solve this issue, the database view needs to be recreated in SQL Server or Oracle databases. You can use the files schemawiz-update-reservation-sql-views-mssql.sql or schemawiz-update-reservation-sql-views-oracle.sql provided with Web Central in order to update this view.
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