Availability Screen
The Availability view in Apaleo gives you an overview of all unit group types, displaying the number of available units per group and the overall occupancy percentage for each day within the selected period. By expanding a unit group, you can see a more detailed breakdown of occupancy across your inventory.
Apaleo also highlights any overbookings, whether they are allowed or potential, according to the settings defined for each unit group type.
The background color visually reflects the availability of each unit group.
The more rooms available, the stronger the color fill appears. As availability decreases, the color gradually fades, and more white is shown. For Example, when all rooms in a unit group are fully booked, the box turns completely white, and the room count “0” is displayed inside the box.
You can choose a time slice (either day use or overnight) to view availability according to your needs. By expanding a unit group, you’ll see a detailed breakdown of its occupancy for the selected time slice and date range.
Likewise, expanding the Occupancy section shows a detailed overview of the property’s overall occupancy status across all unit groups.
Understanding the Numbers in This Report
This section explains all key metrics displayed in the Availability view. Each metric helps you interpret your property’s capacity, performance, and booking behavior more accurately.
Inventory & Availability Metrics
House Count
Represents the total number of physical units available, minus any units marked as Out of Inventory for the selected period.
Out of Order
Shows the number of units that were set to “Out of Order” at least once during the business day.
Available
Indicates the number of units available to sell, based on physical inventory and occupancy:
Available = House Count - Out of Order - Units Occupied
Where Units Occupied = Sold Units + Remaining Units from Confirmed Blocks.
Available to Sell
Reflects the minimum number of sellable units after all adjustments and overbooking allowances.
-
For the entire property:
Available to Sell = (Available + Allowed Overbooking) -
For a unit group:
Apaleo compares the group’s sellable count with the total property availability and displays the lower value.
Example: If a property has 3 total sellable units but one unit group shows 5, that group’s sellable count adjusts to 3.
This can happen when another unit group (or the property) is overbooked.
Sales & Booking Metrics
Sold
The number of units sold per business day, including both:
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Regular reservations, and
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Picked reservations from confirmed blocks.
Apaleo automatically adjusts for indirect bookings, when a reservation originally made for one unit group is assigned to a different one.
Example: If a reservation for a single room is assigned to a double room, the Sold count becomes +1 for double and -1 for single.
If the same unit is sold twice in one day (for example, day-use and overnight) it is counted only once.
Block Metrics
Definitely Blocked
Units confirmed for a block — includes both picked and not yet picked reservations.
Picked
Units that have been reserved from confirmed blocks.
Remaining
Units still available to be picked from confirmed blocks.
Tentatively Blocked
Units temporarily held, pending confirmation from potential guests.
Occupancy Metrics
Occupancy
The percentage of occupied units relative to available ones per business day:
Occupancy = (Units Occupied ÷ (House Count – Out of Order)) × 100
Where Units Occupied = Sold Units + Remaining Units from Confirmed Blocks.
Overbooking Metrics
Allowed Overbooking
The number of manual overbookings configured for the selected period, these adjustments modify availability without changing physical inventory. You can view the allowed overbooking count (positive or negative) beside the availability number on the Availability view.
See the Overbooking guide for detailed setup steps.
Possible Overbooking
Indicates potential overbookings if all tentatively blocked units become confirmed and there’s insufficient availability.
Possible Overbooking = (Available to Sell – Tentatively Blocked)
If this value is negative, an overbooking is possible.
Apaleo highlights possible overbookings in red on the Availability view next to the actual availability count.
Quick Reference Formulas
| Metric | Formula |
|---|---|
| Occupancy | (Units Occupied ÷ (House Count – Out of Order)) × 100 |
| Units Occupied | Sold Units + Remaining Units from Confirmed Blocks |
| Available | House Count – Out of Order – Units Occupied |
| Available to Sell (property) | Available + Allowed Overbooking |
| Possible Overbooking | Available to Sell – Tentatively Blocked |
FAQ
What’s the difference between “Allowed Overbooking” and “Possible Overbooking”?
Allowed Overbooking is a manual adjustment you define, it lets you temporarily increase or decrease availability without changing your physical inventory.
Possible Overbooking is a calculated indicator showing where overbookings might occur if tentatively blocked units become confirmed and there isn’t enough availability left.
Why doesn’t my “Sold” number match my actual reservations?
The Sold count includes adjustments for indirect bookings (when a reservation was made for one unit group but assigned to another).
It also counts each unit only once per day, even if sold multiple times (e.g., day-use and overnight).
What are “Tentatively Blocked” units?
These are temporary holds on units for group or event bookings that haven’t been confirmed yet. Once the booking is confirmed, the units move to the Definitely Blocked or Picked category.
How is occupancy calculated?
Occupancy is based on sold and remaining block units, divided by all sellable units (excluding out-of-order rooms):
Occupancy = (Units Occupied ÷ (House Count – Out of Order)) × 100
Why does my occupancy sometimes exceed 100%?
This can happen when overbookings are allowed or when indirect bookings temporarily assign reservations to different unit groups, creating an overlap in availability counts.
Why I see red numbers in the availability screen?
A red number indicates that you have a tentative block waiting to be picked, but you sold already the amount of the units available.
Why I see orange numbers in the availability screen?
The orange number indicates that the Hotel team allowed overbooking to take place for the specific unit.