Read your chain performance reports

Open ReportsOverview. Reports cover your chain's hotels on TEAM Solutions, and only your chain's. They have five pages, linked under the page title and in the menu. Every page reads the same report, so a figure is the same wherever it shows, and every page ends with How these numbers are counted, which defines each figure.

If your office is not linked to a hotel chain yet, the page says so instead. Call or email us and we will link it.

The five pages

Overview

The weekly review, in three parts:

• Headline figures: Contracted room nights (with how many events and hotels), Contracted revenue (with the average rate per room night), Win rate (won out of decided proposals) and Median response (with the share that responded and the share answered within 48 hours). Under the tiles, a line says how many of the contracted room nights your office sourced.
• Right now: the open work today. Awaiting response (with how many are overdue) opens Action Items. Awaiting decision, Contract in progress and Invite pending open RFPs. Out for signature opens Contracts. Blocks at risk opens its section on the Properties page.
• RFP funnel: Events notified, RFPs received, Responded, Contracted and Picked up. RFPs received, Responded and Contracted each show how many your office sourced, with a bar for their share of RFPs received.

Properties

Every chain property, ranked by contracted room nights, with its RFPs, response rate, median response, win rate, room nights, revenue, average rate and rooms picked up. Click a column heading to sort (on a phone, use Sort by). Properties with no RFPs or contracts in the period are hidden until you click Show all. Filter report narrows every page to that property, and Hotel profile opens its profile. A property no longer on TEAM Solutions keeps its history, marked Removed.

Below the ranking is Blocks at risk. See Blocks at risk.

Pipeline

On the books by arrival month: every month from this one to the last month with contracted nights, empty months included, with events, hotels, contracted room nights, room nights picked up and contracted revenue. It counts the nights of every fully signed contract from this month on, whatever the period.

Accounts

Two tables of the business in the period: Organizers, and Markets by property state. Each row shows events, properties, RFPs, win rate, room nights and revenue. The tables show the leaders by room nights and say how many more are in the CSV export. Filter report narrows the whole report to that organizer or state, and Clear filter removes it.

RFPs and contracts

Every RFP and contract in the period, latest activity first, with its event, organizer, arrival, property, status, who sourced it, the day it was sent, response time, contracted room nights and revenue, and rooms picked up. A declined RFP shows its decline reason when there is one. Each row links to the event, the RFP (not for a contract added without an RFP), the contract, and the rooming list once contracted. The list grows with Show more, and when there are more rows than the screen holds it says so. Below it, CRM exports lists the six files described in Export to CSV.

Filters

The filter bar sits under the page links. On a phone it folds behind a Filters button that sums up what is set.

• Period: This month, Last month, This quarter, Last quarter, Year to date (the default), This year, Last year, Last 12 months, Next 12 months, All time, or Custom dates (pick From and To, then Apply dates). Days are Eastern Time calendar days.
• Dated by: Sent or signed (the default) counts an RFP on the day it was sent and a contract on the day the hotel signed. Arrival counts both by the first night guests stay: the hotel's contract dates when it has a contract, else the event's stay window, so an RFP and its contract always land in the same period. Next 12 months is only offered on Arrival; switching back to Sent or signed from it returns the period to Year to date.
• Property: one of your chain's properties.
• Market: a property state, with how many of your properties are in it. Properties with no state on file sit under Unknown.
• Organizer: set from the Organizers table on Accounts. It shows as a chip in the filter bar; click its X to remove it.

Reset clears every filter. When a filter cannot be used (custom dates that do not work, Next 12 months without Arrival, a property or market outside your chain, an organizer with no RFPs with your chain), a note above the figures says so and the report shows the default instead.

How filters carry between pages

The period, Dated by and every filter are part of the page address. The page links under the title and the Reports links in the menu keep them as you move between report pages, and so does Filter report. A bookmark or a link you send opens the same view. Opening Reports from any other page starts from the defaults.

Some parts look past the filters on purpose:

• Right now, Blocks at risk and Pipeline ignore the period and Dated by. They follow the property, market and organizer filters.
• Events notified counts the events TEAM Solutions sent your office, so a property or market filter does not change it (it is tagged Office-wide then). The organizer filter does.

Comparisons

The four headline figures compare against an earlier period: Year to date with the same days last year, This month and This quarter with the same days of the month or quarter before, Last month, Last quarter, This year, Last year and Last 12 months with the period just before, and Custom dates with the same number of days just before. All time and Next 12 months have no comparison.

Export to CSV

Click Export CSV at the top of any report page, or a Download CSV button under CRM exports on the RFPs and contracts page. Both offer the same six files:

• RFPs and contracts (CRM import): one row per RFP or contract, with event, organizer, property code, status, who sourced it, response time, and contracted and picked up figures.
• Properties: one row per property with RFPs or contracts in the period (or the one property you filtered to).
• Upcoming blocks with pickup status: one row per upcoming signed block, at risk or not, with its cutoff, days left, rooms picked up and status.
• Arrival months, Organizers and Markets: the rows of the Pipeline and Accounts tables, every one of them.

Each file uses the filters on screen with no row limit, and is built when you ask and saved by your browser: nothing is stored or shared by a link. One file builds at a time.

How the figures are counted

• Contracted room nights: rooms per night in each fully signed block (after any signed amendment) times the nights in that hotel's stay window. Contracts out for signature are not counted until signed; they show under Out for signature.
• Contracted revenue: those room nights at the contracted nightly rates, before tax and fees. It is the block's value, not an amount owed. Avg rate is contracted revenue divided by contracted room nights.
• Sourced by your office: RFPs that went out because your office put the property forward from an event, and the contracts they became. The other sources are Another office in your chain, Invited by TEAM (RFPs TEAM Solutions sent) and Added by TEAM (contracts entered without an RFP, counted in room nights and revenue only, never in response or win rates).
• RFPs received: RFPs sent to your properties, one per property per event. Responded: the hotel sent a proposal or turned the RFP down.
• Win rate: contracts divided by proposals that reached a decision. A decision is a contract, or Lost after proposal: the hotel proposed and the RFP closed without a contract, or was still open when sourcing closed. Turned down by hotel (declined without proposing) and unanswered RFPs are left out.
• Median response: half of first answers came faster than this, from when the RFP was sent to the hotel's first proposal or its turndown. The share within 48 hours counts only RFPs sent at least that long ago.
• Awaiting response: the property owes an answer, to the RFP or to a TEAM counter offer, while sourcing is open. It is overdue once the RFP's response date has passed. Sourcing closes when the event is live or completed, or its lock date (else its booking cutoff) has passed; an RFP still unanswered then reads No response.
• Rooms picked up: rooms reserved or held against the block, staff rooms included, the same figure the hotel sees on its events card and in its pickup email. Room nights picked up: nights in confirmed, checked-in and checked-out reservations in the block, staff rooms included.

Blocks at risk

Blocks at risk lists upcoming blocks that need attention: one row per hotel block that is At risk or Below target, from a fully signed contract with rooms in it, for an event that has not ended. Each block is rated on its own pickup, against that hotel's own booking cutoff (its contract's cutoff, else the event's):

• At risk: under 80% of the block picked up, with 14 days or less to the cutoff.
• Below target: the cutoff has passed with the block under 80%. It stays listed until the event ends.

A block at or above the target, more than 14 days from its cutoff, or with no cutoff set is on track and not listed. Below target blocks come first, then the fewest days left. Each row links to the hotel's rooming list, and All contracted events and rooming lists opens Rooming Lists. The Blocks at risk count on Overview is the number of rows here, and your dashboard shows the count for all your properties.