Here are some steps to help you set your Out of Service Dates for managed units that have permanently left your rental program.
When first logging into Key Data, you may notice that your occupancy % numbers look low, or your total active units number is high. This is because Key Data pulls all of your units, active and inactive, into your dashboard from your property management system (PMS) so that you have historical revenue, occupancy, and reservation information.
However, you don't want these inactive units to affect your current data and KPIs. You'll want to make sure that all of your Out of Service Dates for inactive units are set in Key Data.
In the left-side menu, go to Unit Settings and select In/Out of Service Dates.
There, you will see all of your units Key Data is pulling in from your PMS, along with the Alias, Unit Name, Active status, In Service Date, and Out of Service Date information for each unit.
- In Service Date: This date is automatically set in Key Data and is typically the date the first reservation (guest, owner, or hold) was booked in that unit. If the In Service Date is blank, that unit is considered inactive in Key Data and is not included in the reports or KPI metrics.
- Out of Service Date: Key Data will automatically set a unit's Out of Service Date 120 days after the last new reservation activity received. It then goes back and sets the Out of Service Date to the last departure date of the last reservation or hold. Because this could skew your data for that 120 days, our suggested best practice is to set your Out of Service Date manually as soon as you know a property is going off rental.
You may notice some units listed separately in a table at the top under Units With Issues. These are units that Key Data has identified as potentially inactive units, but do not have an Out of Service Date entered. If these units are no longer in your active rental portfolio, you can manually set an Out of Service Date here.
To set an Out of Service Date for an inactive unit, scroll to find the unit in the list or use the search bar to search by Alias or Unit Name.
Once you've found the unit, click on the blank area in the Out of Service Date column to open the calendar.
Select a date in the calendar to set the Out of Service Date. This date should be the date of the last reservation checkout for that unit, or the last date that unit was available for rental. If you are unsure of the exact date, a best guess is just fine!
If you have a lot of units that need Out of Service Dates added, you can also export your units into an csv file for editing.
Click on Export/Import > Export Current (for re-importing) and open the downloaded file to edit your Out of Service Dates. Be sure not to move any columns or delete any units or rows in the csv file.
After saving the Out of Service Dates in the csv file, you can re-import your edited csv into Key Data by clicking on Export/Import > Import Updates.