Calculate the occupancy percentage for your hotel, rental property, or call center. This tool determines how effectively you are utilizing your available capacity over a specific time period.
Enter 1 for a single day calculation.
Total Capacity (Units x Days):0
Total Occupied:0
Vacancy Rate:0%
Occupancy Rate:0%
function calculateOccupancy() {
// 1. Get Input Values
var totalUnits = document.getElementById("totalUnits").value;
var periodDays = document.getElementById("periodDays").value;
var occupiedUnits = document.getElementById("occupiedUnits").value;
// 2. Validate Inputs
if (totalUnits === "" || periodDays === "" || occupiedUnits === "") {
alert("Please fill in all fields to calculate the rate.");
return;
}
var numTotalUnits = parseFloat(totalUnits);
var numPeriodDays = parseFloat(periodDays);
var numOccupiedUnits = parseFloat(occupiedUnits);
if (isNaN(numTotalUnits) || numTotalUnits <= 0) {
alert("Please enter a valid number for Total Available Units.");
return;
}
if (isNaN(numPeriodDays) || numPeriodDays <= 0) {
alert("Please enter a valid number for Time Period.");
return;
}
if (isNaN(numOccupiedUnits) || numOccupiedUnits totalCapacity) {
alert("Error: Occupied units cannot exceed total capacity (" + totalCapacity + ").");
return;
}
// Occupancy Rate Formula: (Occupied / Capacity) * 100
var occupancyRate = (numOccupiedUnits / totalCapacity) * 100;
// Vacancy Rate Formula: 100 – Occupancy Rate
var vacancyRate = 100 – occupancyRate;
// 4. Update DOM
document.getElementById("resCapacity").innerText = totalCapacity.toLocaleString();
document.getElementById("resOccupied").innerText = numOccupiedUnits.toLocaleString();
document.getElementById("resVacancy").innerText = vacancyRate.toFixed(2) + "%";
document.getElementById("resRate").innerText = occupancyRate.toFixed(2) + "%";
// Show Result Box
document.getElementById("resultDisplay").style.display = "block";
}
How to Calculate Occupancy Rate in Excel
While the calculator above provides an instant result, many property managers and analysts prefer to track occupancy over time using Microsoft Excel or Google Sheets. Calculating occupancy rate in Excel is a fundamental skill for revenue management in hospitality, real estate, and healthcare.
The Occupancy Rate Formula
The mathematical logic remains the same whether you use a calculator or a spreadsheet:
Occupancy Rate = (Occupied Units / Total Available Units) × 100
Step-by-Step Excel Instructions
Follow these steps to build your own tracker:
Set up your data columns: Create headers for your data.
Cell A1: Date
Cell B1: Total Rooms Available
Cell C1: Rooms Sold
Cell D1: Occupancy Rate
Enter your data:
In B2, enter your total inventory (e.g., 100).
In C2, enter the number of booked units (e.g., 85).
Input the formula:
Click on cell D2.
Type the following formula: =C2/B2
Press Enter. You will likely see a decimal like 0.85.
Format as Percentage:
With cell D2 selected, go to the Home tab.
Click the % symbol in the "Number" group, or press Ctrl + Shift + %.
The result will now display as 85%.
Calculating Monthly Occupancy in Excel
To calculate the rate for a longer period (like a specific month), you need to sum the totals first.
Metric
Excel Formula
Description
Total Capacity
=SUM(B2:B31)
Sum of all available rooms for the month.
Total Occupied
=SUM(C2:C31)
Sum of all rooms sold for the month.
Monthly Rate
=SUM(C2:C31)/SUM(B2:B31)
Divides total sold by total available capacity.
Why Occupancy Rate Matters
Understanding this metric is crucial for:
Revenue Management: High occupancy might indicate you can raise prices, while low occupancy suggests a need for promotions.
Staffing: Predicting how many housekeepers or front-desk staff are needed.
Maintenance: Scheduling repairs during known low-occupancy periods.
A "healthy" occupancy rate varies by industry. For hotels, 70-90% is often considered ideal, allowing for revenue maximization without overbooking or service degradation.