How to Analyse Occupancy by Month in Scribe Bookings

Step 1: Navigate to the Detailed Bookings View

1. In Scribe Bookings, select the Slots menu.
2. Use the Filter to apply a date range as required.
3. Select the Start Date column to sort your bookings chronologically.

Step 2: Export Your Bookings Data

1. In the detailed view, click the Actions button in the top-right corner.
2. Select Download CSV to export your bookings.

Step 3: Prepare Your Data in Excel

1. Open the exported Excel file.
2. Insert a new columns labelled Booked Hours.

Step 4: Add Formulas to Calculate Booked Hours

1. In the first cell under the Booked Hours column, use this formula to extract the booked hours:

=(C2/B2)*24

Where:

• C2 = End Date/Time
• B2 = Start Date/Time

If you have amended or re-ordered the columns, ensure you select the applicable cells.

Step 5: Apply Formula to All Rows

1. Copy the formula down the entire length of your data:
   • Select the cell with the formula.
   • Drag the fill handle down the column to apply to all rows.

Step 6: Create Your Monthly Occupancy Summary

1. Create a new worksheet called Occupancy Summary.

2. Create the following columns:
   

Step 7: Enter Available Hours

1. Calculate and enter the available hours for each month.

Example: Town Hall open 9am–10pm, 7 days a week.

• 13 available hours per day
• January: 13 hours × 31 days = 403 available hours

Step 8: Calculate Total Booked Hours Per Month

1. Highlight the Booked Hours column across all January dates. Excel will calculate the total booked hours.
2. Enter the total booked hours into your occupancy summary.

Step 9: Calculate Occupancy %

1. In the Occupancy % column, enter the formula:

=C2/B2

Where:

• C2 = Booked Hours
• B2 = Available Hours

Format the cell as a percentage.