Here are some steps to help you set your out-of-service dates, unit revenue goals, and website links in Units.
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 so that you have historical revenue, occupancy, and reservation information.
However, you don't want these units to affect your current data. Make sure that all of your out-of-service dates for inactive units are set.
Go to Unit Reports (the House) in the navigation bar and select Unit Settings. There, you will see all of your units Key Data is pulling in from your property management system.
Set out-of-service dates for your inactive units. This is the last day of the last reservation made for that unit. You can do this by clicking the pencil and editing the date.
*Your out-of-service dates will be set automatically through your dashboard moving forward, but this initial cleanup is necessary to get all of your historical data up to date. KD updates your out-of-service dates 120 days after the last unit activity. It then goes back and sets the out-of-service date to the last departure 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.
Other items you can change in your Unit Settings:
Click the pencil in the Unit Revenue Goal, Website Link, and OTA Link columns to edit them. When you set these values, they will will show up on the unit's page.
If you have a lot of units, you can also export your units into an Microsoft Excel file. Once adding the dates there, you can re-import them into Key Data. Make sure not to delete any units or rows.
