In plain words
Sellable occupancy is rooms booked divided by rooms you can sell that night. Room types ticked as rooms count, and so do any still tagged "needs your answer". are taken off first. Twelve rooms, three out of service, eight booked: 89%. Greater than 80 means more than 80, not 80 exactly.
The definition
For each night, MAYA counts two things over the room types a rule measures:
- Booked: how many rooms are on the books for that night. A booking that holds several rooms counts each room.
- Sellable: how many rooms you could sell that night. That is the room type's room count, minus any rooms you have marked out of service for that night.
Sellable occupancy is booked divided by sellable, as a percentage. What it leaves unsold is the Rooms left to sell condition. Booked so far vs usual counts the same rooms booked, and its percent is of the same rooms to sell.
Example: Twelve Standard rooms at The Harbour Inn
Standard has 12 rooms. Three are out of service for a repair this week. Eight are booked for Friday.
Booked 8, sellable 12 minus 3, which is 9. Eight of nine is 89% sellable occupancy. A rule set to Greater than 80 acts.
Without the out-of-service block, the same night is 8 of 12, which is 67%, and the rule does not act.
The rule builder's label for this condition is Sellable occupancy (%). Its fields are Compare (Greater than or Less than) and Threshold, which starts at 80.
Compare
89%sellable occupancy
8 of 9 sellable rooms (12 rooms, minus 3 out of service).
Your rule firesGreater than 80 holds: 89% is more than 80.
Twelve rooms, three out of service, eight booked: 89% sellable occupancy, so a Greater than 80 rule fires.
An illustration with made-up numbers, not your property.
What counts as booked
MAYA reads your bookings from your property system about every five minutes. Which bookings count as booked depends on the system.
Bookings with the status confirmed, checked in, checked out or "Confirmation Pending" (Cloudbeds calls it not confirmed) count as booked. That matches how Cloudbeds' own occupancy counts them. Cancelled bookings and no-shows do not count. Nor does a room that was taken off a booking, or that Cloudbeds lists as cancelled inside a booking whose other rooms are kept.
Every booking counts as booked except cancelled bookings and no-shows. A booking on a room ThinkReservations marks as not a room, or as not included in occupancy, is left out, as that room is left out of the room count.
Every Mews reservation counts as booked, including enquiries and optional (tentative) and requested ones. Only cancelled reservations are left out. Read Which bookings count.
A cancelled booking disappears from the count on the next read. It is not counted as a negative.
A booking counts by its status, not its rate, so a comp, house-use or owner stay at $0 counts as a booked room like any other. A day-use booking (in and out the same day) counts as a booked room on its date too: always in ThinkReservations and Mews, and in Cloudbeds when Cloudbeds lists a room rate for that date. Read Comp, house-use and day-use bookings.
Room blocks, allotments and rooms held without a booking are not read from any property system. If you want a held block to reduce what MAYA counts as sellable, enter the block's rooms not yet booked as out of service, and lower that number as guests book into the block (clear the entry and add it again with fewer rooms). Otherwise occupancy won't read right once guests book from the block.
Counts as a room
Only room types ticked as Counts as a room on the PMS tab, and any still tagged "needs your answer", go into the count. A meeting room, a spa slot or a court that you have unticked never adds to the rooms MAYA divides by, and its bookings never add to the booked count; when a rule's list includes one, the change log says so: "That 95% leaves out Meeting Room." Read Room types and rooms out of service.
Rooms out of service
On the PMS tab, under each room type, + Rooms out of service takes some rooms off sale for a stretch of nights. They come off the sellable count for those nights only, so an occupancy rule reads against what you can sell, and nothing is sent to your property system about them. Read Room types and rooms out of service.
Above 100%
Sellable occupancy can read above 100%. It happens when you mark after they were already sold, or when your property system has overbooked a night. Twelve rooms, three out of service, ten booked: 111%.
You cannot set a threshold above 100. In the rule builder your browser stops the save and points at the box. The Rate Simulator's test rule takes a number above 100 as 100. A rule set to Greater than 100 acts on a night when the room types it measures are, together, booked past what you can sell. To catch one overbooked room type, measure only that type. A type with every room out of service is left out of the count, its bookings too, rather than read as over 100%, and the calendar's day card leaves it out the same way.
Greater than means more than
The comparison is strict. Greater than 80 is true at 80.01% and not at 80.00%. Less than 50 is true at 49.9% and not at 50.00%. To include 80% itself, set the threshold to 79.99 (the box takes decimals). A threshold of 79 would also be true at 79.5%, for example 159 of 200 rooms.
The rule measures its own room types
Occupancy is worked out over the room types a rule measures, not over the whole property, while the day card on the Calendar tab shows every room type that counts as a room. So the day card can say 85% while a rule that measures only Standard sees 75% and does not act. Read Measure one set of room types, change another.
Where you see it
- The Calendar tab: the day card shows 85%, "17/20 rooms" and the revenue in short, "$4.9k". Click the day and its detail reads "17/20 rooms · 85% sellable occupancy · revenue on the books $4,850.00". The room count is the sellable count over the types that count as rooms, and the revenue shows your property's currency sign.
- The change log: "It was 83% full, past the 80% mark you set." or "under the 40% mark you set". With a on the same rule: "It was 95% full with 17 days to go, past the 90% and 21-day marks you set."
- The Rate Simulator: you type an occupancy per room type and see what your rules would do with it.
Why it differs from your system's headline occupancy
Your property system's occupancy report and MAYA's sellable occupancy answer different questions.
Cloudbeds' headline occupancy keeps blocked rooms in the total, so a night with 3 rooms blocked and 8 of 12 sold reads 67% there. MAYA does not read Cloudbeds' room blocks at all. It subtracts only the rooms you enter as out of service on the PMS tab, and then reads 8 of 9, which is 89%. If the two numbers disagree, that is usually why.
MAYA counts each room type's rooms from ThinkReservations' list of rooms, leaving out rooms marked there as inactive, as not a room, or as not included in occupancy. It subtracts only the rooms you enter as out of service on the PMS tab. Read ThinkReservations.
MAYA counts each room category's rooms from your spaces in Mews, leaving out spaces switched off there, and keeping spaces Mews marks out of order. It subtracts only the rooms you enter as out of service on the PMS tab. Out of order rooms, blocks and held rooms in Mews are not read. Read Mews.
Read Occupancy looks wrong for a checklist.
When the number is unknown
If none of the room types a rule measures has any sellable rooms on a night, occupancy is unknown for that night, and an occupancy condition is treated as not met. This happens when every measured type is fully out of service, or when the only measured types do not count as rooms. The rule stays quiet rather than acting on nothing. A room type with 0 sellable rooms is skipped, and the rest of the measured types are counted as usual.
A rule for nearly full nights
The usual shape is Sellable occupancy (%) Greater than 85 with a raise: a , so the raise comes off again when the night drops back. To build it, follow Raise prices when you are nearly full.