Multi Property Mode in SmartSpace

Multi property mode allows you to see aggregate data for a collection of hotels or venues. To use Multi Property mode, you must be a regional or group user with permissions to access multiple properties.

Using Multi-Property Mode

Accessing Multiple Properties

On the Actions menu, click Switch to Multi Property mode.
In the Current Property list, select the properties that you want to see in your Multi Property view.
Click outside the menu to save the selections.

Changing the Viewed Properties

On the right side of the screen, click the Current Property list and then click properties to toggle them as included or excluded from your view.
Click outside the menu to save the selections.

Changing Back to a Single Property View

On the Actions menu, click Switch to Single Property mode.

Data Details

The following table lists all the reports that are available in Multi Property mode and describes how they differ from the single property mode.

Click a report link for more details about the report.

Report

Description of Multi Property Version

Business Pickup

Shows the total enquires from all selected properties. The comparison date is from the closest export date within seven days of the current export date. To be included in the report, properties must have a recent extract (within three days) and a corresponding extract (within seven days).

Budget Forecast

Shows the budget and forecast revenue values that each property has assigned to the individual months. The on-books data uses the closest export to the current date as the starting point. If a property has no data export within five days, the property is excluded from the data roll-up.

Conversion Metrics by Arrival Date

The menu has four tabs. Each shows Conversion Shows how much of your potential business you convert into definite business. Conversion percentage equals potential business divided by Definite bookings. Potential business includes Tentative, Prospect and Cxl/Lost bookings, but excludes Turn Down status. by the month that the bookings arrive.

By Month:

Shows a bar graph of the Conversion Shows how much of your potential business you convert into definite business. Conversion percentage equals potential business divided by Definite bookings. Potential business includes Tentative, Prospect and Cxl/Lost bookings, but excludes Turn Down status. by enquiries and by revenue for all months in the current year. The previous year is selected by default in the Event Year filter. This default selection is needed for the Summary Table and Detail Table charts, but the previous year does not display by default in this chart.

Use it to:

View the conversion percentage of enquiries and revenue by arrival month for past and future months.
Assess the relationship between enquiries and revenue, focusing on how efficiently your sales teams have converted booking opportunities into revenue.(Ideally, the conversion of revenue percentage should be equal to or higher than the conversion of enquiries percentage.)
Highlight areas where you can improve revenue conversion.

By Hotel:

Shows a bar graph of the conversion by enquiries and by revenue, for each selected property and combined for the full year. The previous year is selected by default in the Event Year filter. This default selection is needed for the Summary Table and Detail Table charts, but the previous year does not display by default in this chart.

Summary Table:

Shows the conversion by enquiries and by revenue, for each month of the current and last year and for the total year.

Click Thresholds to edit the colour-coding used to flag Low, Medium, and High conversions in the table.

Use it to:

Measure conversion performance based on the number of enquiries and their total revenue for each month and compare the current to the previous year, for each property.
Evaluate the total conversion percentages, noting increases or decreases from month to month, year to year or differences between properties.

Detail Table:

Shows the number of definite enquiries, definite revenue, average revenue (definite revenue divided by number of definite enquiries), and the Conversion Shows how much of your potential business you convert into definite business. Conversion percentage equals potential business divided by Definite bookings. Potential business includes Tentative, Prospect and Cxl/Lost bookings, but excludes Turn Down status. percentages by enquiry and by revenue. This data is shown for the current year and the previous year. When you select two years it also shows variance data.

Click Thresholds to edit the colour-coding used to flag Low, Medium, and High conversions in the table.

Use it to:

Compare past to current data.
Measure conversion performance based on the number of enquiries, their total revenue, and the calculated average value of each by month and year for each property.
Evaluate the total conversion percentages, noting increases or decreases from month to month, year to year or differences between properties.
Compare the enquiry and average values to assess year on year changes in the market.(These metrics also reflect how successful and efficient your enquiry team handles enquiries and focuses on high value bookings.)

Conversion Metrics by Create Date

By Month:

Shows a bar graph of the Conversion Shows how much of your potential business you convert into definite business. Conversion percentage equals potential business divided by Definite bookings. Potential business includes Tentative, Prospect and Cxl/Lost bookings, but excludes Turn Down status. by enquiries and by revenue, created in the months of the current year and for any arrival date. The previous year is selected by default in the Event Year filter. This default selection is needed for the Summary Table and Detail Table charts, but the previous year does not display by default in this chart.

Use it to:

View the conversion percentage of enquiries and revenue by create month for past and future months.

Assess the relationship between enquiries and revenue, focusing on how efficiently your sales teams have converted booking opportunities into revenue. Ideally, the conversion of revenue percentage should be equal to or higher than the conversion of enquiries percentage. If not, this highlights areas where you can improve revenue conversion.

By Hotel:

Summary Table:

Shows the conversion by enquiries and by revenue, for each month of the current and last year and for the total year.

Click Thresholds to edit the colour-coding used to flag Low, Medium, and High conversions in the table.

Use it to:

Measure conversion performance based on the number of enquiries and their total revenue for each month and compare the current to the previous year, for each property.
Evaluate the total conversion percentages, noting increases or decreases from month to month, year to year or differences between properties.

Detail Table:

Click Thresholds to edit the colour-coding used to flag Low, Medium, and High conversions in the table.

The most detailed table and best for comparing past to current data. Use it to:

Measure conversion performance based on the number of enquiries, their total revenue, and the calculated average value of each by month and year for each property.
Evaluate the total conversion percentages, noting increases or decreases from month to month, year to year or differences between properties.
Compare the enquiry and average values to assess year on year changes in the market. These metrics also reflect how successful and efficient your enquiry team handles enquiries and focuses on high value bookings.

Critical Booking Report

Shows results from each property that are above the revenue threshold. The top ten prospects from this report also display on the Dashboard.

Daily Demand by Attendees

Shows the total enquiries from all the selected properties, broken down by number of attendees.

Daily Demand by Status

Shows the total enquiries from all the selected properties, broken down by enquiry status.

Daily Demand by Revenue

Shows the total revenue from all enquiries by enquiry status, from all selected properties.

Dashboard

The dashboard shows versions of Business Pace, Space Utilisation, Conversion by Arrival Date, Conversion by Create Date, and Critical Booking reports.

Database Import Data

Lists all individual properties, the date of their last data import, and the number of days since the last import. You can view import details for multiple properties but not import data while in Multi Property mode.

Database Setup – Budget / Forecast

Displays budget and forecast data for each selected property. This data cannot be edited in Multi Property mode. Properties must have the same fiscal calendar to view them together in Multi Property mode.

Database Setup – Function Rooms

You can view details for multiple properties but not edit the settings while in Multi Property mode.

Shows the Optimum Attendee Capacity, Optimum Revenue, Total Square Metres/Feet, Total Function Rooms, and Function Rooms Included in Occupancy Calculation for each selected property.

The Optimum Attendee Capacity is the total maximum number of attendees for each property. The number depends on whether you selected either Meeting, Wedding, or Banqueting as the Default optimum attendee for occupancy % calculation in the Settings tab.
Function Rooms Included in Occupancy Calculation is the total number of function rooms that the property designated to be included in the occupancy calculation in the single property function room settings.

Database Setup – Pre-select display options

Consolidates all the values from the included properties and selects them by default. The selections can be edited in Multi Property mode and will apply only to Multi Property reports.

Database Setup – Settings

Determines view and filter settings for all multi-property views, regardless of the settings on any individual property. For example, if the Include Enquiry Status checkbox is selected, it applies to all properties in multi-property view, even if it was not selected for some individual properties. If individual properties used different units of measure, they are converted to a single measurement type for data consistency. The Default Revenue Threshold is the highest of the selected properties and can be adjusted here.

Note:

The selection of a currency symbol has no impact on the values being combined because currency conversion features have not yet been built.
The Minimum room hire for pricing table % and Default optimum attendee for occupancy % calculation options are not available for Multi Property Mode.

Enquiries by Attendees by Lead Time

Shows the total enquiries by lead time from all selected properties.

Enquiries by Month by Attendees

Shows the total enquiries by attendee numbers from all selected properties.

Enquiries by Month by Lead Time

Shows the total enquiries by lead time from all selected properties.

Enquiries by Month Year on Year Summary

Shows the total enquiries by month and year from all selected properties.

Enquiries by Revenue by Lead Time

Shows the total revenue by lead time from all selected properties.

Formatting Key

Adjust the Formatting Key settings based on the properties you select. For example, you are viewing two properties and set the High threshold to 20 enquiries. If you then select three more properties, your High threshold is still 20. You might see red highlighting that indicates high demand on most days in your view, because, with four properties, it's likely that most days would receive more than 20 total enquiries.

Space Utilisation

In Multi Property Mode there are three tabs:

Utilisation By Hotel

Compare the average percentage of function room occupancy, function rooms sold, the average percentage of attendee capacity sold, or the average revenue per square area across the selected properties by year. The data for these metrics comes from the values on the Function Rooms tab in Database Setup or from the values and settings for each individual property.

Each property displays individually and the data is for the last full year. For example, if today is February 8, data is from January - December of the previous year. If you select multiple months, the property data is averaged.

Utilisation By Month

Analyse the relationship between and compare the key metrics of Function Room Occupancy, Attendee Density, Revenue per Area, and Total Revenue yield for the selected properties by month.

The data for all selected properties is rolled up and averaged for the last full 13 months.

Data in all three tabs:

Metric	Description	Source	Monthly Calculation
Function Room Occ and Room Occupancy	Occupancy based on Number of Rooms : The percentage of function rooms sold compared to the number of available function rooms at the property. Occupancy based on Square Area Occupied: The percentage of function room square area sold compared to the total square area of function space available at the property.	Occupied Rooms: Function rooms with recorded or overridden values in the Attendees column on the Weekly Input tab for the property. Total Function Rooms: Number of function rooms with the Include in Occupancy (Calculation) checkbox selected on the Function Rooms for the property.	Rooms: Occupied Rooms divided by Total Function Rooms included in the occupancy calculation multiplied by number of days in the month. For multiple months, the value is averaged. Area: The percentage of function room square area sold compared to the total square area of function space available at the property, multiplied by the number of days in the month.
Attendee Density	The percentage of attendee capacity sold compared to the total optimum capacity for all designated function rooms.	Total Optimum Attendees: The value in the Optimum Attendee Capacity column (based on the setting selected in the Settings tab under "Default optimum attendee for occupancy% calculation" on the Function Rooms tab of Database Setup. Includes only function rooms with the Include in Occupancy (Attendees) checkbox selected on the Function Rooms tab in Database Setup. Note:* Parent room and child room associations do not apply.	The number of attendees for all rooms selected in the property's Weekly Input tab divided by the Total Optimum Attendees for each date multiplied by the number of days in the month. For multiple months, the value is averaged.
Revenue per Square Metre/Feet and Revenue Per Area	The total catering revenue generated per square metre/feet for function room space.	Total Function Room Revenue: Total catering revenue of function rooms with recorded or overridden values in the Revenue column on the Weekly Input tab. *Includes only function rooms with the Include in Occupancy (Revenue) checkbox selected on the Function Rooms tab in Database Setup.	Total Function Room Catering Revenue divided by Daily Square Metres/Feet and multiplied by number of days in the month. For multiple months, the value is averaged.
Total Revenue	The revenue achieved compared to the total optimal revenue for the designated function rooms.	Optimal Function Room Revenue: The total optimal revenue associated with any function room with the Include in Occupancy (Revenue) checkbox selected on the Function Rooms tab in Database Setup. Function Room Revenue: The total revenue of function rooms with recorded or overridden values in the Revenue column on the Weekly Input tab. Includes only function rooms with the Include in Occupancy (Revenue) checkbox selected on the Function Rooms tab in Database Setup.	Daily View: Total Revenue for specific days. Monthly View: Total Revenue total for the month.

Data Table

Review and compare actual occupancy percentage, attendee density, revenue per square metre/feet, and revenue yield generated for each selected property by day for a week at a time. Click Thresholds to edit the colour-coding used to flag Low, Medium, and High conversions in the table.

Metric	Description	Source
Property	The properties selected to view for Multi Property mode.	The properties selected in the Current property menu.
M2 or F2	The total square area of the function rooms at each property.	The total room size measurement from the Function Rooms tab in Database Setup.
Optimum Revenue	The total optimum revenue per room value for each property.	The Optimum Revenue value from the Function Rooms tab in Database Setup.
Meeting Rooms	The total number of function rooms at the property marked for "Include in Occupancy Calculation."	The function rooms for which the Include in Occupancy Calculation checkbox has been selected on the Function Rooms tab for the property.
Capacity	The maximum number of attendees for the function rooms at each property.	Total Optimum Attendees: The value in the Optimum Attendee Capacity column (based on the setting selected in the Settings tab under "Default optimum attendee for occupancy% calculation") on the Function Rooms tab of Database Setup. *Includes only function rooms with the Include in Occupancy (Attendees) checkbox selected on the Function Rooms tab of Database Setup.

Year on Year Revenue

Shows the total enquiries from all selected properties. You can view the previous year's data only if all properties include data from the past 12 months. The starting point for the data is from the closest export date to the current date. If a property has no data imported for more than five days, the property is not available, and its data is not included.

Best Practices

Understand Data Discrepancies between Single and Multi Property Modes

Data for an individual property in Multi Property mode might not match the data for the same property in single property mode. The likely cause is selections on the Pre-select display options and Settings tabs in Database Setup. All settings are selected by default in Multi Property mode and apply to all properties, even if those settings were not selected in single property mode.

For example, market segments may be selected for a property in Multi Property mode that were not selected for the property in single property mode.
The Include Enquiry Status selection in the Settings tab may not match the selection for the individual property.
The Unit of Measurement selection in the Settings tab may change for an individual property to be consistent with the other included properties.