What this template is for

This template is used to manually import inventory capacity data that needs to be adjusted in FLYR Hospitality. It allows you to update the physical and bookable capacity figures for specific room types and dates, so that FLYR's occupancy calculations, forecasts, and reports reflect your property's actual historical capacity.

Capacity misalignments can happen for a number of reasons. The most common are:

You have made changes between inventory types — for example, merging, splitting, or reclassifying room categories — and want to ensure the historical data reflects those changes accurately.
You have created a new inventory type and want to make sure historical periods are not incorrectly impacted by its addition.

This article explains how to fill in the Inventory Capacity Data sheet correctly, and covers the most common mistakes to avoid.

To access the template, open a ticket on chat and a member of the FLYR Hospitality team will share it with you.

When to use this template

Use this template when inventory capacity data in FLYR Hospitality needs to be adjusted — for example, following changes between inventory types or the creation of a new inventory type. The template lets you supply the correct capacity figures so FLYR can recalculate occupancy and performance data for the affected period.

If you are unsure whether this template applies to your situation, check with your FLYR Hospitality contact before proceeding.

What you are filling in

The template contains several sheets. For a capacity adjustment, you only need to fill in the Inventory Capacity Data sheet. The fields are:

date — The date the capacity figure applies to, in YYYY-MM-DD format.
property_id — The unique property ID as it appears in your PMS.
inventory_type_id — The unique room type ID as it appears in your PMS today.
num_physical_capacity — The total number of rooms of this type at the property, including any that are out of order or reserved for house use.
num_bookable_capacity — The number of rooms of this type that were available to be booked on that date, excluding any out-of-order or house-use rooms.

Common mistakes to avoid

1. Submitting the file without first confirming the full scope of the adjustment

Why it matters
Inventory capacity adjustments can be more wide-reaching than they first appear. A change to one room type may have affected others too, or may have impacted a longer date range than initially assumed. Submitting a partial adjustment — one that only addresses part of the scope — leaves FLYR with inconsistent data that can be harder to fix retrospectively.

What to do instead
Before preparing the file, work with your FLYR Hospitality contact to confirm the exact scope of the adjustment: which inventory types are affected, which dates are impacted, and what the correct capacity figures should be for each. Only proceed with the import once this has been agreed.

2. Only including some of the inventory types affected by the change

Why it matters
When a capacity change affects multiple room types — for example, because a room category restructure or the creation of a new inventory type has impacted how several room types are recorded — all of them must be updated together. If the import file only includes some of the affected room types, FLYR ends up with adjusted data for some inventory types and outdated data for others. This inconsistency skews occupancy calculations, distorts pickup data across room types, and can make historical comparisons unreliable for the affected period.

What to do instead
Before preparing your file, identify every inventory type that has been affected by the same change. Include all of them in the import, covering the full date range impacted for each one. If you are unsure which room types are affected, confirm the full list with your FLYR Hospitality contact before filling in the template.

3. Using outdated or renamed inventory type IDs

Why it matters
FLYR Hospitality maps capacity data to room types using the inventory type ID exactly as it appears in your PMS today. If your property has ever renamed or restructured a room type — and the ID used in the import doesn't match what FLYR currently holds — the capacity data will either fail to import or be applied to the wrong room type entirely. This also applies to differences in casing or spacing. The ID match must be exact.

What to do instead
Before filling in the template, confirm the exact inventory type IDs as they currently appear in your PMS and in FLYR Hospitality. Use those IDs consistently throughout the file, even for rows covering dates before a room type was renamed. If a room type has been renamed and you are unsure how to map the historical data correctly, raise this with your FLYR Hospitality contact before proceeding.

4. Not covering the full date range affected by the capacity change

Why it matters
A capacity adjustment is only effective if it covers every date for which the data needs updating. If the import file covers part of the affected period but not all of it, FLYR will have adjusted figures for some dates and outdated figures for others. The date range affected may not always be immediately obvious — a change to your inventory setup can sometimes have a broader impact on historical dates than initially expected.

What to do instead
Confirm the full start and end date of the affected period with your FLYR Hospitality contact before preparing the file. Every date within that range must have a row for each affected inventory type, with the correct capacity figures. Do not truncate the date range to save time — a partial adjustment is less useful than no adjustment at all, as it creates a mixed dataset that is harder to interpret.

5. Leaving out dates where a room type had zero capacity

Why it matters
A missing row is not interpreted as zero capacity — it is interpreted as no data. If FLYR has no capacity record for a room type on a given date, it cannot calculate occupancy for that date at all. Omitting dates where a room type was temporarily unavailable — for example, during a renovation period — creates unknown gaps rather than the correct zero-capacity record.

What to do instead
Every inventory type must have a row for every date within the affected period, even where the correct capacity is 0. If a room type was fully out of service on certain dates, include those dates with num_physical_capacity and num_bookable_capacity both set to 0 rather than leaving them out.

Still not sure?

If you are unsure about any of the points above — including the scope of the adjustment, which room types or dates are affected, or how to handle renamed inventory types — do not proceed without guidance. Reach out to your FLYR Hospitality contact before submitting the file. An incomplete or incorrectly scoped import can be harder to resolve than the original data issue.