HRA
Hotel Automation Report Operating Brief Pilot
Prepared for {{Company Name}}

The morning report should run before the morning starts.

A fixed-scope pilot for hotel teams that still assemble occupancy, pickup, forecast, rate-shop, and exception reporting by hand.

Portfolio: {{X}} properties
Date: {{Date}}
Prepared by: Chandler Mahaney, Hotel Report Automation

Daily Revenue Pulse

Anonymized 122-room boutique hotel - Tuesday morning

Run complete
Occupancy77.9%
ADR$188
Revenue$17.9k
7d pickup+14

Event weekend is underpriced - comp set running $40 higher on Saturday.

Strong occupancy for the citywide event, but ADR is materially below comp average. Saturday still has 51 rooms available with own rates $24-$40 below comp.

OpportunityRaise BAR to $285 Fri / $325 Sat while event pickup is still open.
RiskMissing event ADR will drag month RevPAR and budget ADR.
WatchSoft Sundays at 22-25% occupancy need demand generation this week.
MoveActionReason
Move 1Raise BAR for the event weekend before the next pickup window closes.Remaining demand is still available and current rates trail comp.
Move 2Push transient rates for citywide event days currently at $194 against a $309 comp average.The gap is large enough to show up in month RevPAR.
Move 3Activate promotions for soft Sunday dates before the weekend.The shoulder dates need demand before the week closes.
Sample only - anonymized hotel - illustrative metrics - generated from recurring source reports with caveats visible.
01 / Executive Summary

What changes after the pilot?

Your team stops rebuilding the operating view every morning. The source reports still matter, but the collection, checks, assembly, caveats, and first-pass interpretation run as one workflow.

BeforeReports arrive in inboxes, folders, PMS exports, rate shops, and spreadsheets. A person turns that pile into a morning view.
AfterThe workflow collects the source reports, archives originals, checks completeness, builds the operating brief, and flags what needs attention.
ResultRevenue and operations leaders start from action, not assembly. Missing files and caveats are visible instead of hidden.
02 / The Actual Problem

The report is not the hard part.

Most hotel teams know which numbers belong in the morning view. The fragile part is everything that happens before the output exists.

1
Source reports arrivePMS exports, pickup reports, rate-shop files, forecast sheets, STR or comp-set references, and one-off exceptions.
2
Someone cleans the pileWrong dates, late attachments, duplicate files, renamed columns, and missing reports get handled manually.
3
The view gets assembledNumbers move through spreadsheets, formulas, filters, and formatting before the team can read them.
4
Judgment happens lateThe first half-hour goes to making the report instead of deciding what to do.
5
Trust is implicitIf a value is stale or a file is missing, the final output often looks more certain than it should.
03 / Operating System

The pilot builds the layer underneath the brief.

The deliverable is not just a prettier output. It is a trusted path from source reports to a usable morning operating brief.

IngestionEmail labels, Drive folders, scheduled exports, or approved source locations become the intake queue.
Raw archiveOriginal files are preserved before any transformation, so every number can be traced back.
NormalizationColumns, business dates, property names, and report versions are mapped into a canonical structure.
ChecksMissing inputs, duplicate files, stale values, and date drift are flagged before the team sees the output.
BriefThe final view shows metrics, exceptions, caveats, and first moves in the format the team will actually use.
Run logEvery run records what arrived, what changed, what was missing, and whether the output is complete enough to trust.
04 / Pilot Plan

Four-week pilot. One workflow.

The pilot stays narrow on purpose: one recurring reporting workflow, one owner, defined source reports, defined output, and a handoff the team can keep using.

Week 1

Workflow Map

  • Inventory source reports and expected arrival times.
  • Document owners, manual steps, edge cases, and approval needs.
  • Define the target brief and success criteria.
  • Confirm scope and flat price before build work starts.
Week 2

Build The Source Layer

  • Connect the agreed intake path.
  • Archive raw files before transformation.
  • Map source fields into the canonical report structure.
  • Create missing-file, duplicate, and business-date checks.
Week 3

Ship The Brief

  • Generate the morning operating view.
  • Add caveats, run status, and exception sections.
  • Layer interpretation only after the data is assembled.
  • Run in parallel with the existing manual process.
Week 4

Handoff And Expand

  • Tune the output from daily team feedback.
  • Document rerun, caveat, and support steps.
  • Handoff the operating guide.
  • Identify the next workflow only after the first one holds.
05 / Scope

Exactly what is included.

This is intentionally not a BI rebuild or open-ended strategy engagement. It is a production-minded pilot for one recurring hotel reporting workflow.

Included

  • Workflow review and source report inventory.
  • One defined reporting process across the agreed property set.
  • Automated intake from existing exports, email reports, sheets, or folders.
  • Raw archive, run log, missing-file behavior, and visible caveats.
  • Morning operating brief in the format the team will use.
  • Parallel testing period, handoff notes, and 30-day support window.

Not Included

  • Full enterprise data warehouse rebuild.
  • Unbounded custom software across every department.
  • Autonomous pricing or operational decisions without human approval.
  • Vendor API dependency unless it is already approved and useful.
  • Replacing the team's existing systems on day one.
  • Publishing any client data, names, or proprietary process details.
06 / Investment

Flat price after the workflow map.

The price is fixed before build work starts. The scope determines the number, not the number of meetings.

Pilot investment {{$X,XXX}} Final price confirmed after the process map. No hourly billing, no silent scope creep.
DiscoverySource report inventory, workflow map, target output, success criteria.
BuildAutomation, parsing, checks, assembly, delivery surface, run logging.
InterpretationException summary, caveats, first moves, and human-review language where useful.
HandoffOperating notes, rerun path, support window, and next-workflow recommendation.

Start with the report your team already depends on.

Send the source reports, the current manual steps, and the output the team actually opens. The first call turns that into a scoped pilot or a clear no.

Book workflow review Email Chandler