Floorplan Occupancy

1. Introduction

Purpose

The Floorplan Occupancy Report shows total, vacant, and occupied unit counts by floorplan for selected properties. Use it to compare occupancy across floorplans, review property-level results, and identify units with missing or ambiguous floorplan assignments.

Aggregation Level

The report presents two levels of detail:

• Portfolio — Floorplan Occupancy: Combines each floorplan across the selected properties and includes a Portfolio total.

• Occupancy by Property: Shows one row per floorplan within each property, followed by a Property total.

The report summarizes unit counts. It does not display individual units or lease details. Each included unit contributes once to the counts in each section. The two sections are different views of the same units.

2. How to Use the Report

Step 1 - Select Filters

Set the controls in this order:

1. Property: Select one or more properties. All available properties are selected by default. Unassigned property may be available for units without a matching active property.

2. As of Date: Select the date used to assess occupancy. The default is today’s date.

3. Ignore Lease End Date: Select False to apply the lease end-date and month-to-month rules, or True to consider current-status leases without applying their end dates. The default is False.

Step 2 - Run the Report

Run or refresh the report after setting the filters.

When comparing results between runs, keep both As of Date and Ignore Lease End Date consistent unless you intend to compare their effects.

Step 3 - Validate Header Information

Confirm the following information:

• Report title: Floorplan Occupancy Report.

• Execution date: The report execution timestamp.

• As of: The selected occupancy date.

• Properties selected: The number of selected properties.

The execution timestamp records when the report ran. As of identifies the date used to assess occupancy.

Check Ignore Lease End Date in the controls, as its selected value is not included in the header summary.

Step 4 - Review the Table Output

Start with Portfolio — Floorplan Occupancy, then review Occupancy by Property to see the contributing property results. Each property section begins with Property: and the property name.

Both sections display the following columns:

• Floorplan ID: Floorplan identifier. A dash (—) indicates that an identifier is unavailable.

• Floorplan Name: Floorplan name or a descriptive label for an assignment issue.

• Total Units: Number of included units in the floorplan group.

• Vacant Units: Units without a lease qualifying as occupied under the selected settings.

• Occupied Units: Units with at least one qualifying lease under the selected settings.

• Occupancy Percentage: Occupied units divided by total units, displayed as a percentage with one decimal place.

Expected Display

Portfolio rows are ordered by floorplan name. Property sections are ordered by property name, with floorplan rows ordered by floorplan name within each property.

Portfolio total summarizes all selected properties. Each Property total summarizes its property.

Do not add the portfolio and property sections together, as doing so would count the same units twice.

3. Technical Explanation

Occupancy Date and Lease Rules

For a unit to count as occupied, at least one qualifying lease must:

• Belong to the unit’s property.

• Have a recorded creation date.

• Not be canceled.

• Have a unit move-in date on or before As of Date. When move-in is unavailable, the lease start date is used instead.

Deleted units, leases, and lease assignments are excluded.

The remaining conditions depend on Ignore Lease End Date:

With False, a lease ending exactly on As of Date does not qualify through its end date. It can still qualify through the separate month-to-month condition. For that condition, a termination date equal to As of Date does not count as later than the selected date.

Changing Ignore Lease End Date can change which leases qualify. Selecting True does not necessarily increase occupancy because this setting requires current status.

The report applies the selected date to lease eligibility using currently recorded units, floorplan assignments, and lease information. Selecting a past date does not restore historical floorplan assignments or historical lease statuses.

Floorplan Assignment Labels

Units remain in the report even when their floorplan information needs review.

Identical duplicate assignments do not create additional unit counts.

When a single assignment matches a template, the template’s name and identifier are used. The unit’s recorded floorplan values serve as fallbacks when the corresponding template values are missing.

Calculations and Totals

For every floorplan row and total:

• Total Units = Vacant Units + Occupied Units.

• Occupancy Percentage = Occupied Units ÷ Total Units × 100.

A unit with several qualifying leases still counts as one occupied unit.

Property and portfolio percentages are calculated from their combined occupied and total unit counts, rather than by averaging the displayed floorplan percentages.

For example, 18 occupied units out of 20 total units display as 90.0%.

Granularity Explanation

Property rows summarize each distinct floorplan within that property. Portfolio rows combine the same floorplan template across the selected properties.

Different templates can remain separate even when their displayed names match. Assignment-issue categories also contribute to the totals.

The portfolio section supports comparison across the selected properties. The property section shows where each floorplan’s occupied and vacant units are located.

4. Troubleshooting

No Units Appear

Possible causes:

• The intended properties are not selected.

• The selected properties do not contain active unit records.

• Relevant units do not have a matching active property.

Possible fixes:

• Confirm that Property includes the intended properties.

• Check that those properties contain active unit records.

• Consider Unassigned property if it is available and relevant.

Occupied or Vacant Counts Differ from Expectations

Possible causes:

• As of Date or Ignore Lease End Date differs from the expected settings.

• Lease dates, month-to-month settings, or statuses affect whether a lease qualifies.

Possible fixes:

• Confirm As of Date and Ignore Lease End Date.

• Review the relevant leases’ move-in or fallback start dates.

• Check end dates, month-to-month settings, termination dates, and statuses against the selected occupancy rules.

Switching Ignore Lease End Date to True Reduces Occupancy

Possible causes:

• True requires current-status leases.

• A non-canceled lease that qualifies under the date rules in False may not have current status and therefore may not qualify in True.

Possible fixes:

• Review the statuses of the relevant leases.

• Select the setting that matches the occupancy criteria you intend to apply.

A Past-Date Result Differs from an Earlier Report

Possible causes:

• Current unit records, floorplan assignments, or lease statuses have changed.

• The report does not recreate a historical snapshot of those records.

Possible fixes:

• Confirm that both runs used the same As of Date and Ignore Lease End Date settings.

• Review changes to the relevant unit records, floorplan assignments, and lease statuses when investigating the difference.

Floorplan Assignment Labels Indicate an Issue

Possible causes:

• Unassigned floorplan: A unit has no active floorplan assignment.

• Multiple floorplans: A unit has more than one distinct active floorplan assignment.

• (unmatched template): A unit’s floorplan assignment does not match an available template.

• Unnamed floorplan: A usable floorplan name is unavailable.

Possible fixes:

• Review the affected units’ active floorplan assignments.

• Check the associated floorplan templates and recorded names.

• Correct missing, ambiguous, or unmatched assignments as appropriate.

These categories remain included in unit totals.

A Total Percentage Differs from the Average of Visible Percentages

Possible causes:

• Total percentages use combined occupied and total unit counts.

• Displayed percentages are rounded to one decimal place.

Possible fixes:

• Recalculate the percentage using total occupied units divided by total units, multiplied by 100.

• Compare the result after rounding to one decimal place.

Floorplan Names Appear More Than Once

Possible causes:

• Separate floorplan templates share the same displayed name.

Possible fixes:

• Check Floorplan ID to distinguish the rows.

• Review the underlying floorplan definitions.

After correcting relevant records, rerun the report. For unresolved differences, provide your support contact with:

• Property.

• Floorplan.

• Selected occupancy date.

• Ignore Lease End Date setting.

• Expected counts.

5. Customization

The following options are possible enhancement requests for review. They are not controls currently available in the report.

Filters and Selection Options

• A floorplan filter.

• Additional property selection options.

Detail and Grouping

• Unit-level detail to support follow-up on vacant units or floorplan assignment issues.

• Additional grouping or comparison views.

Metrics and Highlighting

• Occupancy target highlights.

• Vacancy percentages.

Header, Layout, and Export Formatting

• Displaying the Ignore Lease End Date selection in the report header.

• Revised column ordering.

• Export formatting changes.

These modifications can be requested as a report customization through the customer portal.