GemaPark Reporting

Introduction

GemaPark has two types of reporting:

• Reports – Data pulled from the live database on demand. This is good for operational and financial reports.

• Analysis – Data compiled overnight into aggregated datasets for management reporting.

This document covers Reports. Click here for details on Analysis

Each report has a set of filters that define the data returned and a set of templates that define the layout and content of the final report. While the filter options are fixed, we can generate as many templates as you require for each report.

For example: the arrivals report can be used to generate an arrivals list or tent tags just by creating different templates.

GemaPark also has some ‘Fast Data Export Reports’. These are less flexible as they don’t use the templates but allow for a much quicker export of larger datasets. If you would like to use these please contact us.

Reports:

The reports provided with the system are as follows:

Report: Arrivals

Filters: Reporting Group, Park, Stay Type, Area, Unit/Pitch Type, Booking Status, Owner, Manager, Arrival Date Range, Booking Date Rage, Confirmed Date Range

Description: One data row per arrival. All details of the booking, unit and customer can be shown. Note: if booking level financial information is used, it will appear in each arrival row. Consequently, it is recommended to use the booking report rather than the arrivals report for financial information.

Notes: The Arrivals icon at the top of the GemaPark system will display the arrivals report for today using the default template.

Fast Data Export Version Available: Yes

Report: Departures

Filters: Reporting Group, Park, Stay Type, Area, Unit/Pitch Type, Booking Status, Owner, Manager, Departure Date Range, Booking Date Rage, Confirmed Date Range

Description: One data row per departure. All details of the booking, unit and customer can be shown.

Notes: The Departures icon at the top of the GemaPark system will display the departures report for today using the default template.

Report: Bookings

Filters: Reporting Group, Agent, Park, Booking Origin, Booking Source, Booking Status, Currency, Include Payments up to, Arrival Date Range, Booking Date Rage, Confirmed Date Range, Departure Date Range

Additional filters: Stay Type, Area. The report will include bookings that have any units matching the selected stay type and area. Leaving the selections blank will return all bookings matching the main filters.

Gap filters: These allow you to match only bookings with a gap of a given size range before or after the stay. This can be useful if you want to try and upsell those nights to the current guests.

Description: One data row per booking. All details of the booking customer can be shown.

Report: Moved Bookings

Filters: Reporting Group, Agent, Park, Booking Origin, Booking Source, Booking Status, Currency, Include Payments up to, Arrival Date Range, Updated Date Rage, Departure Date Range

Additional filters: Stay Type, Area. The report will only include bookings that have any units matching the selected stay type and area. Leaving the selections blank will return all bookings matching the main filters.

Description: Shows bookings that have changed status, dates or accommodation. One data row per booking. All details of the booking, unit and customer can be shown.

Report: Dashboard

Filters: Park, Area, Stay Type, Booking Status, Reporting Group, Arrival Date Range, Housekeeper

Additional filters: Include All, this will include all bookings onsite if ticked, rather than just those arriving or departing.

Description: This report is also used for the output of the Dashboard screen where it is additionally filtered by Chart. It shows one row per plot that contains an arriving or departing booking (or in the case of ‘include all’, any booking) for the date selected. All details of the booking, unit and customer can be shown.

Report: On Site

Filters: Reporting Group, Park, Stay Type, Area, Unit/Pitch Type, Booking Status, Owner, Date Range

Description: One data row per unit booked where the unit is occupied during the Date Range. All details of the booking, unit and customer can be shown.

Notes: By default, units arriving and departing or partway through their booking on dates in the range are shown, however templates can be set up to exclude departing bookings if required.

Report: Unit/Pitch Type Usage

Filters: Park, Area, Unit/Pitch Type, Plot, Booking Status, Owner, Include Bookings, Include Blackouts, Usage Date Range, Booking Date Rage, Confirmed Date Range

Description: One data row per arrival on the relevant plots. All details of the booking, unit and customer can be shown.

Report: Units

Filters: Park, Area, Type (Storage, Seasonal, Holiday Home, Residential Home), Status (Active, Deleted), Owner, Date

Description: This report shows details of the managed physical units on the park. These can be stock units, owned holiday homes or hire fleet where a physical unit record has been created. The report contains a row per unit and can show details of the unit and its owner at the given date, and key dates such as licence and insurance expiry.

Report: Extras Numbers

Filters: Park, Date range, Extra

Description: This report shows the number of limited extras or activity extras purchased for each timeslot.

Report: Scheduled Extras Participants

Filters: Park, Date range, Activity

Description: This report shows the participant details for activity extras purchased for each timeslot.

Report: Resource Numbers

Filters: Park, Date range, Resource

Description: This report shows the number of resources used for each activity timeslot.

Report: Scheduled Resource Participants

Filters: Park, Date range, Resource

Description: This report shows the participant details for each resource for each activity timeslot.

Report: Maintenance

Filters: Park, Allocated User, Job Type, Job Status, Invoice Status, Priority, Unit, Plot, Supplier, Created Date Range, Required By Date Range, Scheduled Date Range.

Description: This report shows details of maintenance jobs.

Report: Customers

Filters: Postcode (match first part of postcode), Contact For Newsletter (Yes, No), Exclude Blacklisted, Date Range Added

Additional filters: Reporting Group, Park, Stay Type, Area, Origin, Source, Agent, Booked during, Holidayed during, Did not book during, did not holiday during, Minimum spend, minimum number of bookings, Booking occupants included or not included on the booking. The report will only include customers that have any bookings matching all the selected additional filters. Leaving the selections blank will return all customers matching the main filters.

Description: This report shows the customer details and summary details of customer booking profile.

Note: We also have integrations with Mail Chimp and Moosend if you require customer data for import into these systems.

Report: Payments

Filters: Reporting Group, Agent, Park, Payment Type, Currency, Payment Date Range

Additional filters: Stay Type, Area. The report will only include payments on booking that have any units matching the selected stay type and area. Leaving the selections blank will return all payments matching the main filters.

Description: One data row per payment or refund showing the type, amount and details of the transaction. The report can split the payment into the correct payment type column and can show summary details of the booking.

Fast Data Export Version Available: Yes

Report: Debtors

Filters: Reporting Group, Agent, Park, Currency, Date Range, Include money not due yet

Description: This report can show one row per debtor/creditor showing their aged debt details or a row per booking that has a debt or credit. These two types of data can be combined into a single report if required (see the debtors detailed template).

Report: Invoice/Credit Notes

Filters: Reporting Group, Agent, Park, Booking Status, Invoice Status, Currency, Invoice Date Range, Arrival Date Range, Departure Date Range

Description: If you use the system invoicing, this report will show one row per invoice or credit note raised.

Fast Data Export Version Available: Yes

Report: Property Performance

Filters: Reporting Group, Park, Stay Type, Area, Unit/Pitch Type, Plot, Currency, Owner, Manager, Subtotal Data by Accommodation Type, Subtotal Data by Date Interval, Report Date Range, Booking Date Range, Confirmed Date Range

Description: This report shows property performance data for each property matching the filter. The data can be shown per plot or grouped by Unit/Pitch type or Stay Type using the ‘Subtotal Data by Accommodation Type’. The data includes initial available nights, Sold Nights, Available Nights, Total Value, Average value per unit, and %occupancy. The values can include or exclude tax depending on the template. This report can also be used to show the numbers of units, adults and children sold by day and the total payments value each day.

Note: The date range for the report can be selected from a preset range e.g. 2026 monthly or picked using the date pickers. Selecting a preset range will show the data grouped by the range grouping e.g. monthly. When selecting a date range using the date pickers the data will be grouped by the value set in the ‘Subtotal Data by Date Interval’ filter i.e. Day, Week or Month.

Report: Revenue by Nominal Code

Filters: Reporting Group, Park, Currency, Revenue Date Range, Booking Date Range, Confirmed Date Range

Description: This report shows the total revenue earned for the period for each stay type and extra. The revenue on the booking is allocated daily and the revenue from the days of the booking included in the ‘Revenue date Range’ is included in the report.

Fast Data Export Version Available: Yes

Report: Revenue by Nominal Code Detailed

Filters: Reporting Group, Park, Currency, Revenue Date Range, Booking Date Range, Confirmed Date Range

Description: This report shows the total revenue earned for the period for each stay type and extra broken down by line item. The revenue on the booking is allocated daily and the revenue from the days of the booking included in the ‘Revenue Date Range’ is included in the report.

Fast Data Export Version Available: Yes

Report: Owners Account

Filters: Park, Booking Status, Currency, Owner, Status At (date at which the state of the bookings for the commission calculations is considered), Report Date Range

Description: This report shows a statement of bookings commissions earned, owner invoices raised, and owner payments made over a given period.

Report: Occupancy

Filters: Reporting Group, Park, Stay Type, Area, Unit/Pitch Type, Plot, Owner, Manager, Interval (Day, week), Report Date Range, Booking Date Range

Description: This report shows the daily or weekly occupancy levels over a given period. The occupancy figures available are: By stay type and Total: Plots booked, Plots arriving, Plots Departing. By occupancy type and total: People staying that night, people arriving, people departing.

Report Filters

Definitions of the less obvious report filters

Interactive reports

Arrivals, Departures, Onsite, Dashboard and Bookings reports can have any of the booking configurable fields made interactive, allowing you to edit them direct from the report. The Dashboard can also have the checked-in, checked-out, arrived, maintenance tick and clean status interactive.

The reports can also have links added to take you directly to the booking or customer when they are viewed in GemaPark.

Exporting reports

All reports can be exported to Excel or PDF.

Report Security

Each report template can be restricted to specific user roles. Please ask us if you would like this set up.