Overview
The Occupancy Statistics report is a one-day snapshot of the facility's unit inventory as of a chosen date, combining three views in one grid: unit occupancy, area occupancy, and economic performance. It answers how full the facility is by unit count, by square footage, and by rent dollars, and how much revenue is being left on the table through vacancy. You can typically run it for the daily occupancy review, rate-increase targeting, spotting unit sizes that are over- or under-supplied, and finding inventory stuck as unrentable. The report is built purely from unit inventory, unit statuses, and lease rates - it uses no financial or payment data.
ℹ️ Info: This report is also known internally as Consolidated Occupancy, a name that may still appear in older screenshots or training material. It refers to the same report.
Prerequisites
Access to this report requires:
Read Occupancy Statistics permission on the Report section, enabled on the Facility tab.
Report Scope
This article documents the Facility level version of the report, which is scoped to a single facility and returns one row per unit group. The As-of date is a required parameter: the snapshot is taken at the end of that day (23:59:59) in the facility's own local time zone, and choosing a past date reconstructs that day's inventory, statuses, and rates from history.
💡 Tip: This report can be scheduled for recurring email delivery and marked as a favorite for quick access.
Report Layout
The report page includes the following report parameters and page controls.
Report Parameters
Report name and category - Shown as Occupancy Statistics, tagged with the purple Occupancy badge.
Facility scope - The single facility this report covers.
Date - Labeled Generated For, showing the As-of date the snapshot was taken for.
Report Generated timestamp - The exact date and time the report was run.
Filter and Export
Filter - Opens the Generate Report – Occupancy Statistics drawer, where the For date can be reapplied. Unlike the Corporate level report, there's no facility picker here, since the report is already scoped to a single facility.
Generate Report - Occupancy Statistics drawer
Export as - Downloads the report as CSV, Excel, or PDF.
Main Table Content
The report's main table breaks results down into unit-group identifying columns, unit-count columns, and money and area columns.
Facility Identifying Columns
SF / W / L / H – The square footage, width, length, and height of one unit in the group, not the group's total.
Category – The unit group's platform category - Storage, Parking, Locker, Office, Wine Storage, Mailbox, Antenna, or Billboard.
CC – The climate-control setting for the group: none, heated, cooled, or both.
Location – Whether the units are inside or outside the building.
Floor – The floor number where the units in this group are located.
Identifying Columns section of the Facility Occupancy Statistics report main table content
Unit Count Columns
Total Units – All active units in the group on the report date - occupied, vacant, reserved, unrentable, and company units combined. Inactive units are excluded entirely.
#U – Unrentable – Empty units that can't be rented: vacant but flagged not rentable, for reasons like damage, maintenance, or being on hold.
#C – Company – Units the facility uses for its own purposes, such as office space, supplies, or staff and complimentary use. These units aren't rentable.
#R – Reserved – Units held for a prospect who hasn't moved in yet.
#V – Vacant – Empty units that are rentable: vacant and flagged rentable. This is the facility's true available-to-rent inventory.
#O – Occupied – Units currently rented to a tenant.
%O – Shows the ration of occupied units to total units. Calculated as: Occupied units divided by total units, multiplied by 100, shown to two decimals.
Unit Count section of the Facility Occupancy Statistics report main table content
ℹ️ Info: Unrentable and Company units are included in Total Units, Total SF, and Gross Potential, which pulls occupancy percentages down - but they're never counted toward Vacancy Potential or Vacancy SF, since those track rentable vacancies only.
Money and Area Columns
Street Rate (min–max) – The lowest and highest published street rate inside the group, shown as a range (for example, $120–$145). A wide spread flags rate inconsistency across units that are otherwise identical.
Gross Potential – The sum of every unit's street rate in the group, regardless of status - what the facility would collect in a month if it were completely full, charging full street rates for every unit.
⚠️ Warning: A unit can be dropped from this report entirely if its lease has a rate history but no rate currently in effect on the report date. Rather than appearing as vacant, it's excluded from Total Units, Total SF, and Gross Potential - which can make this report's counts differ slightly from other reports.
Vacancy Potential – The sum of street rates on rentable vacant units only - the monthly revenue currently being lost to vacancy. Reserved, unrentable, and company units are excluded.
In Place Rate – The sum of the actual contracted rent on occupied units only, using each tenant's current lease rate as of the report date. Vacant, reserved, unrentable, and company units contribute nothing.
Total SF – The combined square footage of all units in the group.
Vacancy SF – The square footage of rentable vacant units. Total SF is larger than Occupied SF plus Vacancy SF whenever reserved, unrentable, or company units exist, since their area counts toward the total but not toward either of the other two.
Occupied SF – The square footage of occupied units.
Occupied % SF – This is the area view of occupancy, and generally the more meaningful figure since it weights larger units properly. Calculated as: Occupied SF ÷ Total SF × 100.
Gross Potential $/SF – The street rate per square foot. Calculated as: Gross Potential ÷ Total SF.
In Place $/SF – The rent actually achieved per occupied square foot. Comparing it against Gross Potential $/SF shows the gap between street rates and what tenants really pay, sometimes called loss to lease. Calculated as: In Place Rate ÷ Occupied SF.
⚠️ Warning: In Place Rate never falls back to street rate. If an occupied unit's lease rate can't be resolved, it contributes $0 to In Place Rate while still adding its square footage to Occupied SF - which can slightly understate In Place $/SF.
Money and Square Footage section of the Facility Occupancy Statistics report main table content
Sorting and Totals
Rows are sorted by square footage, then by street rate. This default sort order can be cleared using the X button on the right-hand side of the table.
The report ends with one Total row. Unit counts, Gross Potential, In Place Rate, Vacancy Potential, and the three area figures (Total SF, Vacancy SF, and Occupied SF) are straight sums of the rows above, so the grid always reconciles visually.
The four ratios - Occupied %, Occupied % SF, and both $/SF figures - are recomputed from the totals rather than averaged across rows, so the total percentage is a true facility-wide figure. The Total row carries no dimensions, category, or street-rate range, since those are meaningless in aggregate.
Total section of the Facility Occupancy Statistics report main table content
Good to Know
A few behaviors are worth knowing about when reading or reconciling this report:
Historical snapshots are faithful. Every table behind the report keeps a change history, so running it for a past date reconstructs that day's inventory, statuses, and rates exactly.
Data arrives by events. The reporting database is fed by events from the operational system, so a report run seconds after a change may lag very briefly.
Tenants moving out on the report date still count as present for that day. When two leases overlap on one unit, the newer tenancy wins.
The five unit-count buckets (#O, #V, #U, #R, #C) don't overlap and normally add up to Total Units - but not always: a unit that's never had a status recorded counts in Total Units without appearing in any bucket, and a unit temporarily marked Unavailable is reported under its previous real status rather than disappearing.
Rounding uses round-half-to-even ("banker's rounding") to two decimals - worth knowing if you're reconciling to the penny.
A facility with no data returns an empty report rather than one filled with zeros.
FAQ
1. Can I filter this report by unit type or unit group?
No. The Facility level report has no unit-type picker or additional filters - it's grouped automatically by unit group, and the only input is the As-of date.
2. Why is my Occupied % different from what I'd get by averaging the unit group rows?
The Total row's ratios - Occupied %, Occupied % SF, and both $/SF figures - are recomputed from the total counts, not averaged across rows. That keeps the facility-wide percentage accurate rather than skewed toward small unit groups.
3. What's the difference between a Vacant unit and an Unrentable unit?
A Vacant unit is empty and rentable - genuine available-to-rent inventory. An Unrentable unit is also empty, but it's flagged not rentable, usually because it's damaged, under maintenance, or on hold, so it isn't available to sell.
4. Why might my Total Units count seem lower than expected?
A unit can be dropped from the report entirely if its lease has a rate history but no rate currently in effect on the report date. Rather than showing as vacant, it's excluded from Total Units, Total SF, and Gross Potential, which can make counts differ slightly from other reports.
5. Why would In Place Rate show $0 for a unit that's occupied?
In Place Rate never falls back to street rate. If an occupied unit's lease rate can't be resolved, it contributes $0 to In Place Rate while its square footage still counts toward Occupied SF.
6. How is this report different from Occupancy Statistics by Unit Group?
This report is a flat grid - one row per unit group. The Occupancy Statistics by Unit Group organizes the same figures into category sections with subtotals and adds Web Rate visibility, aimed at revenue-management review.
Related Reports
Corporate Occupancy Reports: Occupancy Statistics Report - The Corporate level companion to this report.
Facility Occupancy Reports: Occupancy Statistics by Unit Group - Organizes the same figures into category sections with subtotals and a facility grand total, and adds web rate visibility - better suited to revenue-management review.