Overview
The Occupancy Statistics report is a one-day snapshot of unit inventory across a chosen set of facilities, combining unit occupancy, area occupancy, and economic performance in one grid. It answers how full each facility is by unit count, by square footage, and by rent dollars, and how much revenue is being left on the table through vacancy - with one row per facility instead of per unit group. You can typically run it to compare occupancy and revenue performance across sites, spot underperforming facilities, and support portfolio-wide rate and space-utilization decisions. 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 in the Report section, enabled on the Corporate tab.
Report Scope
This article documents the Corporate level version of the report, which returns one row per facility rather than one row per unit group. At least one facility or facility group must be selected to run the report; if both are used, the selections are combined and any duplicate facilities are removed. The As-of date is a required parameter, and each facility is measured at its own local end of day (23:59:59) - so a portfolio spanning multiple time zones is still measured correctly per site.
💡 Tip: This report can be scheduled for recurring email delivery and marked as a favorite for quick access.
Marking Occupancy Statistics report as favorite at the Corporate level
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 facilities or facility groups selected for this run.
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 Occupancy Statistics Report drawer where you can reapply the For date and choose facilities using the facility picker. Facilities can be selected by choosing Select All, typing a facility name into the search bar, or clicking individual facility cards.
Generate Occupancy Statistics Report drawer
Export as - Downloads the report as CSV, Excel, or PDF.
Main Table Content
The report's main table breaks results down into facility identifying columns, unit-count columns, and money and area columns - one row per facility.
Facility Identifying Columns
Facility – The name of the facility this row covers.
Facility Report – A View link that opens the Occupancy Statistics report for that facility at the Facility level, scoped to the same As-of date, in a new tab.
Facility Identifying Columns section of the Corporate Occupancy Statistics report main table content
Unit Count Columns
TOT – Total number of units in the facility - occupied, vacant, reserved, unrentable, and company units combined.
#U – Unrentable – Empty units that can't be sold: 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 sellable.
#R – Reserved – Units held for a prospect who hasn't moved in yet.
#V – Vacant – Empty units that are sellable: vacant and flagged rentable. This is the facility's true available-to-rent inventory.
#O – Occupied – Units currently rented to a tenant.
%O – Occupied units divided by total units, multiplied by 100, shown to two decimals. This is the unit-count view of occupancy.
Unit Count Columns section of the Corporate Occupancy Statistics report main table content
ℹ️ Info: Unrentable and Company units are included in TOT, but they're never counted toward VAC $, since that column tracks sellable vacancies only.
Money and Area Columns
Street Rate $ – The sum of the street rates for all units in the facility - 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 the facility's TOT, TOT SF, and Street Rate $ - which can make counts differ slightly from other reports.
VAC $ – The sum of the street rates for all vacant units in the facility - the monthly revenue currently being lost to vacancy.
In Place Rate – The sum of the actual contracted rent on all occupied units in the facility.
⚠️ 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 its square footage still counts toward OCC SF - which can slightly understate In Place $/SF.
TOT SF – The total square footage of all units in the facility.
OCC SF – The total square footage of all occupied units in the facility.
O SF % – The occupied share of the facility's square footage. Calculated as: Occupied SF ÷ Total SF.
STR $/SF – The street rate per square foot for the facility. Calculated as: Street Rate $ ÷ Total SF.
In Place $/SF – The rent actually achieved per occupied square foot. Calculated as: In Place Rate ÷ Occupied SF.
Money and Area Columns section of the Corporate Occupancy Statistics report main table content
Sorting and Totals
Rows are sorted by facility name. This default sort order can be cleared using the X button on the right-hand side of the table.
The report ends with one portfolio Total row that sums the facility rows above. Its ratios - %O, O SF %, STR $/SF, and In Place $/SF - are recomputed from the portfolio-wide totals rather than averaged across facility rows, so the portfolio occupancy percentage is properly weighted by facility size rather than a simple average. A selected facility with zero units still appears as a row of zeros.
Total section of the Corporate 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, per facility.
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 TOT - but not always: a unit that's never had a status recorded counts in TOT 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 still appears as a row of zeros on this report, rather than being omitted.
This report gives you the portfolio-wide, one-row-per-facility view of occupancy. For a breakdown of a specific facility's unit groups, use the View link in the Facility Report column, or open that facility's own Occupancy Statistics report directly.
FAQ
1. Can I run this report for just one facility?
Yes. Select a single facility in the facility picker instead of a group or multiple sites - the report still returns one row, for that facility.
2. Why does a facility I selected show up as a row of zeros?
A facility with no data for the As-of date still appears as a row of zeros on this report, rather than being left out.
3. How do I open a single facility's detailed report from here?
Click View in the Facility Report column for that row. It opens the Occupancy Statistics report for that facility at the Facility level, using the same As-of date, in a new tab.
4. Why is the portfolio %O different from the average of the facility rows?
The Total row's ratios - %O, O SF %, STR $/SF, and In Place $/SF - are recomputed from the portfolio-wide totals, not averaged across facility rows. That keeps the figure weighted by facility size instead of skewed toward smaller sites.
5. Why might In Place Rate or In Place $/SF look lower than expected for a facility?
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 OCC SF.
6. Can I get this report delivered automatically instead of running it manually?
Yes. It can be scheduled for recurring email delivery and marked as a favorite for quick access.
Related Reports
Facility Occupancy Reports: Occupancy Statistics Report – The Facility level companion to this report.