Resource and Venue Reports
Resource and venue reports help you understand how your physical spaces, equipment, and team capacity are being used. Track occupancy rates, compare budgets against actuals, check daily availability, and analyse venue performance.
Getting There
- Click Reports in the sidebar.
- Click Create and select one of the resource or venue report types, or open an existing one from the list.
Report Types
Venue Report
Lists events at specific venues, including supplier costs. Helps you analyse which venues you use most and how much you spend at each one.
Configuration options:- Venue accounts — Select one or more venues to report on
- Event status — Filter by status
- Event date — Filter by event date range
- Created date — Filter by when events were created
- Tags — Filter by event tags
Venue Occupancy
Shows how fully booked your venues are month by month across a 12-month window. Compares actual bookings against each venue's available capacity.
Configuration options:- Start month — Which month the 12-month window begins
- Per-venue monthly capacity — For each venue, enter the maximum number of events it can host per month
- Set the start month for your 12-month reporting window.
- For each venue, enter its monthly capacity (how many events it can handle per month).
- The report counts how many events are actually booked at each venue per month.
- Occupancy is calculated as: actual bookings ÷ available capacity, shown as a percentage.
Resource Occupancy
The same concept as Venue Occupancy, applied to resources (equipment, vehicles, portable infrastructure, etc.).
Configuration options:- Start month — Which month the 12-month window begins
- Per-resource monthly capacity — Enter the available quantity for each resource per month
Team Occupancy
Measures how busy your teams are month by month. Set a monthly event capacity for each team and compare it against actual bookings.
Configuration options:- Start month — Which month the 12-month window begins
- Per-team monthly capacity — Enter how many events each team can handle per month
Resource Budget
Compares budgeted amounts against actual amounts for each resource type, broken down by month. Only includes resource types that have tracking enabled.
Configuration options:- Event date range — The period to analyse
Note: This report only includes resource types that have the "Enable tracking" option turned on in your resource settings. If a resource type is missing from this report, check Settings > Resources and enable tracking for it.
Availability Report
A day-by-day view of event availability across a date range. Shows how many events are booked for each day, ordered by status probability.
Configuration options:- Date range — The period to check
- Event statuses — Which statuses to include
- Resources — Filter by resource allocation
Date Report
A calendar-style listing that groups event dates by day. Shows what's scheduled on each day within a period, with filtering by status and resource.
Configuration options:- Date range — Fixed dates or a dynamic range (e.g. "this week", "this month")
- Event statuses — Which statuses to include
- Resources — Filter by resource allocation
- Columns — Toggle additional data columns
Understanding Occupancy Reports
All three occupancy reports (Venue, Resource, and Team) work the same way:
- You set the capacity — For each venue, resource, or team, enter how many events or bookings it can handle per month.
- The report counts actuals — It counts how many events are actually booked for each month.
- Occupancy % is calculated — Actual bookings divided by available capacity, shown as a percentage.
| Occupancy | What it means |
|---|---|
| Below 50% | Underutilised — capacity is available |
| 50–80% | Healthy utilisation with room for growth |
| 80–100% | Near capacity — plan carefully to avoid overbooking |
| Over 100% | Overbooked — you may need to resolve scheduling conflicts |
Capacity figures are set directly in the report's configuration page. For each venue, resource, or team, you'll see input fields where you enter the monthly capacity number.
Tips & Best Practices
Tip: Set realistic capacity figures in your occupancy reports. If a venue can host 20 events per month, use that number. Artificially high or low capacity distorts the percentages.
Tip: Use the Availability Report when a client asks "Are you free on [date]?" — it gives you a quick view of how booked each day is.
Tip: Schedule the Resource Budget report monthly to catch budget variances early. If a resource type is consistently over budget, you can take corrective action before it affects profitability.
Tip: The Date Report with a dynamic date range (e.g. "this week") is useful as a scheduled report — it automatically covers the current period each time it runs.
Frequently Asked Questions
Q: Why don't I see all my resource types in the Resource Budget report?The Resource Budget report only includes resource types with Enable tracking turned on. Go to Settings > Resources and enable tracking for any types you want to include.
Q: How do I set the capacity for occupancy reports?Capacity is configured directly on the report's configuration page. For each venue, resource, or team, you'll see a field where you enter the monthly capacity figure.
Q: Can I see occupancy for a specific venue or resource only?The occupancy reports show all venues, resources, or teams with their individual figures. To focus on one, you can export to CSV and filter in a spreadsheet.
Q: What's the difference between the Availability Report and the Date Report?The Availability Report focuses on how many events are booked per day — it's a capacity view. The Date Report is more of a calendar listing showing what's scheduled on each day — it's a schedule view.
Q: Do occupancy reports account for events excluded from reports?Yes. Occupancy reports use the reportable filter, so events with Include in reports set to No are excluded from the counts.