Overview
The Master Occupancy report shows how a single facility's occupancy, rates, cash flow, and unit inventory have changed over the 14 most recent months, including the report month itself. You can use it to track occupancy and rate trends over time, review unit-group-level performance, and identify units in maintenance or delinquent accounts as of the report date. It answers questions like "how has our occupancy changed month over month" and "which unit groups are underperforming." This report is available at the Facility level only.
Prerequisites
Access to this report requires:
The Read Master Occupancy permission, located in the Report section, on the Facility tab.
Key Terms and Calculation Basics
This section explains the mechanics and terminology used throughout the Master Occupancy report's tables, before describing what appears on the page.
The 14 monthly columns – Most tables in this report repeat their rows across 14 monthly columns: the 13 full calendar months before the report month, plus the report month itself. Columns are labeled with the month and year (for example, Jan 2026) and run left to right from oldest to newest.
Snapshot timing – Each monthly column is a snapshot of the facility as of that month's last day, end of day, in the facility's local time zone.
The newest column is month-to-date – This is the column immediately to the left of the Delta column, wherever a Delta column appears. The newest (rightmost) column's "month end" is the report date itself rather than the calendar month's actual last day. Running the report in the middle of a month means this column reflects only partial activity for that month, not a full month.
Historical snapshots – Because each column reflects a snapshot as of that month's end, unit attributes, rates, and statuses are read as they existed at that point in time - not as they exist today. A unit created after a given month's end, or inactive during that month, does not count in that month's column.
The Delta column – Wherever a Delta column appears in this report, it is always calculated as the newest monthly column's value minus the previous month's value.
The Delta column calculated as newest monthly column's value minus previous month's value
💡 Tip: Because the newest column can reflect a partial month, comparing it directly to earlier full-month columns may make activity look lower than it will be once the month closes. Wait until a month has fully ended before treating its column as complete.
Formatting Rules
The following formatting conventions apply throughout the Master Occupancy report:
Money – Displayed as dollars with two decimals (for example, $1,234.56), except where noted below.
Whole-dollar money – Displayed as whole dollars with no decimals (for example, $1,235). This format is used for every money row in the Rate Information and Cash Flow Influencers tables.
Percent – Displayed with one decimal place (for example, 87.4%).
Counts – Displayed as plain whole numbers, with one decimal place used only when the count itself is not a whole number.
ℹ️ Info: Any percent row in this report shows 0.0% when its denominator is zero, rather than an error or blank value.
Key Terms
The following terms define concepts this report relies on - some appear directly in table rows, while others describe logic that shapes the figures behind the scenes:
Street Rate – The unit's standard, asking rate as of that month's end.
In Place Rate – The rate the unit's lease actually paid, as of that month's end (the rate in effect at that time, not necessarily what has been collected).
Occupied – In the monthly tables, a unit is occupied if it had an active lease at that month's end. Units with Company status are not counted as occupied unless a row's description says otherwise.
Effective area – The unit's square footage, except uncovered parking units, which count as 0 square feet of effective area.
CC / NCC – Climate-controlled and non-climate-controlled storage units. A unit is NCC if its climate-control attribute is set to None or left empty.
Net move-ins / move-outs – Net move-ins are calculated as move-ins minus move-ins that were later undone during the same month. Net move-outs are calculated as move-outs minus move-outs that were later undone during the same month. If an undone move-out is later re-done as a new move-out, that later move-out counts again.
Migration move-ins – Leases created through data migration rather than through a normal move-in. These are excluded from every move-in count in this report.
Report Scope
The report is generated for one facility and one report date. The report date sets the facility's state as it stood at 23:59:59 local time on that date, in the facility's own time zone - including unit statuses and rates - and anchors the 14 monthly snapshots described above, running back from that date. Running the report for a past date reconstructs history as of that date; it does not show today's current values.
💡 Tip: The report can also be scheduled for recurring email delivery. You can also mark it as a favorite report for easier and quicker access.
Report Layout
The report page includes report parameters, page controls, and several results tables. The parameters and controls are covered below; the tables are documented in their own section, Main Table Content.
Report Parameter
Report name and category – The title at the top of the page appears as Master Occupancy, tagged with a purple badge identifying it as an Occupancy report.
Facility scope – This report always covers a single facility, since it is a Facility level, per-facility report.
Date range – Shown as a single Generated For date. This is the report date described in Report Scope above.
Report Generated timestamp – The exact date and time the report was run, indicating how current the data is.
Filter and Export
Filter – Opens the Generate Report – Master Occupancy drawer, where the For date can be changed and the report re-run. Because this report is Facility level only, there is no facility picker in this drawer - it's already scoped to a single facility.
Selecting a report date and generating the Master Occupancy report in the Generate Report – Master Occupancy drawer
Export as – Downloads the report as CSV, Excel, or PDF.
Main Table Content
The Master Occupancy report's results are organized into 12 tables, grouped as follows:
Rental Activity
Climate Control Breakdown
Occupancy Breakdown
Rate Information
Cash Flow Influencers
Other Important Information
Unit Details (divided into Small, Medium, and Large storage units, Parking units, and Other units)
Units in Maintenance
Unless otherwise noted, the Rental Activity through Other Important Information tables and Unit Details each repeat their rows across all 14 monthly columns described in Report Scope above, plus a Delta column.
Rental Activity
This table covers unit turnover, availability, and rent performance for each month.
Rented 1st of Month – The number of units that had an active lease at the very first moment of the month.
Rented During Month – Calculated as: move-ins dated in the month minus move-ins that were undone during the same month.
Vacated During Month – Calculated as: move-outs dated in the month minus move-outs that were undone during the same month and remain undone (an undo later superseded by a new move-out no longer counts as undone).
Transferred During Month – The number of unit transfers dated in the month.
NET CHANGE – The Rental Activity table's net unit change for the month. Calculated as: Rented During Month minus Vacated During Month.
Rented at Month End – The number of distinct units, among the facility's currently-active units, that had an active lease at that month's end.
⚠️ Warning: Rented 1st of Month and Rented at Month End won't always differ by exactly the NET CHANGE value for that month. Rented at Month End counts only currently-active units as of today, while the movement rows (Rented During Month, Vacated During Month) count historical events as they happened. Don't use these three figures to back-check each other exactly.
Total Units Avail – The total number of units that were active during that month, based on the historical snapshot for that month (see Report Scope above).
Total Sq Ft Available – The sum of effective area (see Key Terms above) across all units active in that month; uncovered parking units contribute 0 square feet.
Sq Ft. Rented – The sum of effective area for the units that had an active lease in that month.
Rent per Sq Ft – The facility's annual street-rate income per square foot of available space for that month. Calculated as: (sum of street rates for all available units × 12) ÷ Total Sq Ft Available.
Achieved Rent Sq Ft – The facility's annual in place rent income per rented square foot for that month. Calculated as: (sum of in place rates for rented units × 12) ÷ Sq Ft. Rented.
Average Rent – The Rental Activity table's average in place rate per occupied unit for that month. Calculated as: sum of in-place rates for occupied units ÷ number of occupied units.
Rental Activity table of the Master Occupancy report
Climate Control Breakdown
This table shows the facility's climate-controlled versus non-climate-controlled storage inventory for each month. It covers storage units only, evaluated at each month's end. Square footage in this table uses each unit's raw (unadjusted) area rather than effective area.
Total Available # of CC Units – The count of climate-controlled storage units active at that month's end.
Total Available CC Sq Ft – The total square footage of those climate-controlled storage units.
Total Available # of NCC Units – The count of non-climate-controlled storage units active at that month's end.
Total Available NCC Sq Ft – The total square footage of those non-climate-controlled storage units.
Climate Control Breakdown table of the Master Occupancy report
Occupancy Breakdown
This table shows how full the facility is for each month, broken out by unit, square footage, dollar value, and unit type. Every row is a percentage, shown to one decimal place.
% Rented – Unit – The Occupancy Breakdown table's overall unit occupancy rate for that month. Calculated as: Rented at Month End ÷ Total Units Avail × 100.
% Rented – Sq Ft. – The Occupancy Breakdown table's square-footage occupancy rate for that month. Calculated as: Sq Ft. Rented ÷ Total Sq Ft Available × 100.
% Rented – Economic – The Occupancy Breakdown table's economic occupancy rate for that month, comparing what's actually being collected to what full street pricing would generate. Calculated as: total in place rate ÷ total street rate × 100.
% Rented – Storage NCC – The share of non-climate-controlled storage units that are leased. Calculated as: leased NCC storage units ÷ all NCC storage units × 100.
% Rented – Storage CC – The share of climate-controlled storage units that are leased. Calculated as: leased CC storage units ÷ all CC storage units × 100.
% Rented – Parking – The share of parking units that are leased. Calculated as: leased parking units ÷ all parking units × 100.
% Rented – Other – The share of any other unit type that is leased. Calculated as: leased units of that type ÷ all units of that type × 100.
Occupancy Breakdown table of the Master Occupancy report
Rate Information
This table compares potential rate income to what the facility is actually collecting, and tracks discounting activity, for each month. Money rows in this table are shown as whole dollars, with no decimals.
Gross Potential Inc – The Rate Information table's total street rate income if every active unit were rented at its street rate. Calculated as: sum of street rates of all active units.
Rate Inc / Dec % – The Rate Information table's month-over-month change in Gross Potential Inc. Calculated as: (this month's Gross Potential Inc − previous month's Gross Potential Inc) ÷ previous month's Gross Potential Inc × 100.
Expected Income – The Rate Information table's total income based on what leased units are actually contracted to pay. Calculated as: sum of in-place rates of all leased units.
Expected Inc Change % – The Rate Information table's month-over-month change in Expected Income. Calculated as: (this month's Expected Income − previous month's Expected Income) ÷ previous month's Expected Income × 100.
ℹ️ Info: Because Rate Inc / Dec % and Expected Inc Change % are month-over-month comparisons, the oldest (leftmost) column always shows 0.0% for these rows - there is no earlier month in the report to compare against.
Adjusted Rate (Variance) – The Rate Information table's gap between street pricing and actual in place pricing on occupied units. Calculated as: street rate of occupied units (leased plus Company status units) minus in place rate of those same units. A positive value means tenants are paying below street rate.
% Adjusted Rate to Expected Inc – Adjusted Rate (Variance) expressed as a share of Expected Income. Calculated as: Adjusted Rate (Variance) ÷ Expected Income × 100.
% Units w/Ongoing Disc – The share of occupied units that have a special (discount) attached as of that month's end. Calculated as: leases with a special attached at month end ÷ occupied units × 100.
% New Units w/Move In Specials – The share of that month's net move-ins that came with a special attached. Calculated as: move-ins that month with a special ÷ net move-ins that month × 100.
Rate Information table of the Master Occupancy report
Cash Flow Influencers
This table tracks the facility's delinquency, prepayment, and write-off exposure for each month. Money rows in this table are shown as whole dollars, with no decimals. A lease counts as delinquent when its Paid Through Date (PTD) is at least one day before the given month's end.
Prepaid Rent – The running balance of rent a tenant has paid ahead of when it's due (unearned rent), as of that month's end. This is a balance carried forward, not that month's activity alone.
Prepaid Rent as % of Expected Inc – Prepaid Rent expressed as a share of that month's Expected Income (see Rate Information above). Calculated as: Prepaid Rent ÷ Expected Income × 100.
# of Delinquent Accts – The count of leases that were at least one day past their PTD as of that month's end.
# Delinquent Accts > 90 Days – The count of leases that were more than 90 days past their PTD as of that month's end.
Rent A/R – The Cash Flow Influencers table's total open charge balance across delinquent leases as of that month's end. Only charges with a positive balance are included; security deposits, migrated balances, and charges dated after the report date are excluded from this total.
Rent A/R as % of Expected Inc – Rent A/R expressed as a share of that month's Expected Income. Calculated as: Rent A/R ÷ Expected Income × 100.
Waived Rent/Other – The total of general credits, waivers, and write-offs booked during that month.
Waived Rent/Other per Vacated Unit – The portion of that month's Waived Rent/Other total that was booked specifically on units that moved out during the same month.
Cash Flow Influencers table of the Master Occupancy report
Other Important Information
This table covers maintenance, zero-rent units, insurance adoption, and autopay adoption for each month.
# Units In Maintenance – The count of active units flagged as damaged as of that month's end.
# of Zero Rent Units – The count of leased units paying $0 in rent - either because their in place rate is 0, or because they have a 100% Off Rent special attached.
% of New Units w/Insurance – The share of that month's net move-ins that took an insurance plan. Calculated as: move-ins that month with insurance ÷ net move-ins that month × 100.
% of All Units w/Insurance – The share of occupied units with an active insurance plan as of that month's end. Calculated as: leases with an insurance plan active at month end ÷ occupied units × 100.
% Units w/Proof of Insurance – The share of occupied units whose tenant had valid private insurance coverage on file as of that month's end. Calculated as: leases with valid private coverage at month end ÷ occupied units × 100.
% of Customers on Autopay – The share of occupied units whose lease had a payment method on file for autopay as of that month's end. Calculated as: leases with autopay configured at month end ÷ occupied units × 100.
Other Important Information table of the Master Occupancy report
Unit Details (by unit group)
This section shows the facility's current inventory, pricing, and occupancy for each unit group, plus each group's 14-month occupancy history. It breaks the facility's units into five tables by size and type: Small Units Details, Medium Units Details, Large Units Details, Parking Units Details, and Other Units Details.
Units are grouped by their unit group name, formatted as "Width x Length Type Name" - the dimensions prefix is added only when the type name doesn't already include one, so an existing name like "10x10 Drive Up" isn't doubled up.
Small Units – Storage unit groups under 100 square feet.
Medium Units – Storage unit groups from 100 to 199 square feet.
Large Units – Storage unit groups of 200 square feet or more.
Parking – All parking unit groups.
Other – Unit groups that are neither storage nor parking. This sub-table is hidden entirely when the facility has no such groups.
ℹ️ Info: Unlike the monthly tables above, the counts, rates, and square footage figures in this section (outside the monthly columns and Delta) are a current snapshot as of the report date, not a historical snapshot. Occupied in this section includes units with Company status, in addition to leased units.
Each unit group row includes the following columns:
Unit Group – The unit group's name, formatted as described above.
Sq Ft – The unit group's square footage. Shown as a single value when all units in the group share the same area, or as a min–max range when they differ.
Price – The street rate range for the group's primary rate class - the Economy class when the group has one, otherwise its first rate class alphabetically. Shown as a single value when the minimum and maximum are the same.
Web Price – The web rate range for the same primary rate class used in Price. Left blank when the group's units carry no web rate.
Avail Online – The count of units in the group that are not occupied and are flagged as available for online rental.
Available – The count of all active units in the group.
Vacant – The count of units in the group with a status of Vacant or Reserved.
Occupied – The count of units in the group with a status of Occupied or Company.
Achieved RPSF – The Unit Details table's annualized achieved rent per square foot for the group. Calculated as: (in place rent of occupied units in the group × 12) ÷ Occ Sq Ft.
Current RPSF – The Unit Details table's annualized current rent per square foot for the group. Calculated as: (street rate of all units in the group × 12) ÷ Avail Sq Ft.
% Occ – The group's occupancy rate, to one decimal place. Calculated as: Occupied ÷ Available × 100.
Avail Sq Ft – The total square footage of every unit in the group - the group's full footprint, not only its vacant space.
Occ Sq Ft – The total square footage of the group's occupied units.
Monthly columns + Delta – The count of distinct units in the group with an active lease at each of the 14 month ends described in Report Scope above. Delta is calculated as the newest monthly column minus the previous month's column, the same way as elsewhere in this report.
Small Units Details, Medium Units Details, and Large Units Details tables of the Master Occupancy report
💡 Tip: Each monthly column's total across all five unit-group sub-tables in this section should match Rental Activity's Rented at Month End figure for that same month, since both are calculated from the same underlying data. This is a useful way to cross-check the report if a figure looks off.
Each sub-table ends with a Total row for that group type, and the section as a whole closes with a Grand Total row across all group types.
ℹ️ Info: The Grand Total row only appears when the report is downloaded as a PDF; it isn't shown in the on-screen or CSV/Excel versions.
Grand Total row of the Master Occupancy PDF report
Total rows of all Units Details tables are calculated as follows:
Total row – counts and square footage – Each sub-table's totals row for Available, Vacant, Occupied, Avail Sq Ft, and Occ Sq Ft. Calculated as: sum of that column's values across the unit groups in the sub-table.
Total row – Achieved RPSF – Each sub-table's total row for Achieved RPSF is a square-footage-weighted average, not a plain sum. Calculated as: (sum of in place rent of occupied units across the sub-table × 12) ÷ sum of Occ Sq Ft across the sub-table. The "× 12" converts the monthly in-place rent into an annual figure, since RPSF is expressed as an annual rate.
Total row – Current RPSF – Each sub-table's totals row for Current RPSF is a square-footage-weighted average, not a plain sum. Calculated as: (sum of street rate of all units across the sub-table × 12) ÷ sum of Avail Sq Ft across the sub-table. The "× 12" converts the monthly street rate into an annual figure, since RPSF is expressed as an annual rate.
Units in Maintenance
This table lists every active unit that is currently damaged or blocked from renting, as of the report date.
Unit – The unit number. The unit number is clickable; clicking it opens a new tab showing that unit's overview.
Unit Group – The unit's group name.
Status – Shown as Unrentable when the unit is blocked from renting, or Damaged for units that are flagged as damaged but not blocked.
Days – The number of days in the unit's current status streak, counted from the most recent moment the unit entered its present state up to the report date. If a unit was fixed and later flagged again, Days counts only the new streak, not the combined history.
Notes – The recorded reason the unit is unrentable, if any. Left empty for units that are only flagged as damaged.
Units in Maintenance table of the Master Occupancy report
FAQ
The following questions cover common points of confusion when reading the Master Occupancy report.
1. Why does the newest month's column look incomplete?
The newest column is month-to-date: its "month end" is the report date itself rather than the calendar month's real last day. Running the report before the month closes will show only partial activity in that column,
2. Why don't Rented 1st of Month, Rented at Month End, and NET CHANGE always reconcile exactly?
Rented at Month End counts only currently-active units, while Rented 1st of Month and NET CHANGE are based on historical movement events. They're related but not designed to match to the unit.
3. How is the Delta column calculated?
In every table that has one, Delta is the newest monthly column's value minus the previous month's value.
4. Why does a percent row show 0.0% instead of an error?
Any percent row in this report shows 0.0% when its denominator is zero, rather than showing an error or leaving the cell blank.
5. Why might a unit group's occupancy figures look different from today's actual occupancy?
Only the monthly columns and Delta in the Unit Details section are historical. The rest of that section's figures - including Available, Vacant, and Occupied - are a current snapshot as of the report date.
6. What counts as a delinquent lease in this report?
A lease is delinquent once its PTD is at least one day before the given month's end.