How to work with Rooms Budget and forecast
Summary
This section displays how to handle and maintain the Rooms Budget and forecast. To handle and maintain budgets and forecasts for any other departments or profit centers, please see this article.
Intended Users
General manager, hotel manager, revenue manager, booking manager and controller.
Instructions
- The view is divided into five columns – Month, Revenue, Room Nights, Guest Nights and Available Rooms.
- Under each column, you can view what you chosen. You can select this in the View Options menu. See instructions below under heading View Options.
- If you have chosen to use segments, you will have to choose Show Segments in the View Options – Budget & Forecast menu. See instructions below under View Options.
- You can now adjust the budget and forecast directly in this module. It is recommended to use the Live forecast module when calculating and submitting the Forecast.
- You can choose which period to view by using the date selecter. You can also select to see months or years.
Tools
Under Tools you have four different choices.
1. Available Rooms
This is where you set your room inventory. It could vary during different time periods. You might have long time renovation in the hotel that closes down hotel rooms or you might add hotel rooms. So, in order to get the correct calculations for Occupancy, ARR and RevPAR in the Flash Report, we recommend you adjust your inventory.
2. Submit Several
This is one way to submit your Live Forecast to Forecast; you can also do it from the Live Forecast module.
3. Settings
- Allow Negative Live Forecast − allows your Live Forecast to forecast more than your capacity.
- Exclude from RevPOLU − sometimes you might want one Budget or Forecast not to be calculated in the figure RevPOLU Segments. Here you can choose if you want to use segments. You can also choose if you want to forecast on each separately or as a Day Total.
- OTB − Use On The Books when calculating pickups and forecasts where connected to a source system. You may also use Tentative OTB if applicable. It is standard practise to use OTB Guest Nights and put days as 7.
- Auto Live Forecast on new OTB – this means PMI will recalculate every time new OTB figures are available, as often as every evening.
4. Export
You can export to Excel or PDF. Remember to save your data before exporting your data to Excel or PDF, or PMI will export the last saved data and you will not export your latest figures.
View Options
You may choose to see Budget, Forecast, Actual and Last Year in the View Options. And also choose to Show Segments, if available.
Recommendations
This module is more for information purpose. Its an easy way to see if you have the Budget and Forecast in place for a certain period.
If you want to change the figures, we recommend you to do it in the Live Forecast module; please see how under Submit to Forecast.
Troubleshooting tips
This section provides additional troubleshooting advice for readers experiencing specific issues. While it’s packed with useful insights, you may skip it if you’re not facing any related problems.
Why is there a big difference in SMART hours between two months?
If you notice a significant difference in SMART hours between two months — like April and May — the most common explanation is a change in the Productivity forecast.
Quick Explanation
SMART hours are calculated using the following formula:
SMART Hours = Cost Driver ÷ Productivity Forecast
So, if the Productivity forecast is lower in May, even with the same cost driver (like number of covers or revenue), the result will be higher SMART hours. This doesn’t necessarily mean your staffing increased — it reflects a lower productivity expectation for that period.
What To Check
- Compare the Productivity forecast for both April and May.
- Look at the Cost Driver (e.g., revenue, covers) to see if it stayed consistent.
- Confirm that Productivity is set as the selected forecast in your SMART setup.
By aligning the forecast expectations with actual performance, you’ll get clearer insight into staffing efficiency across periods.
Why is the hours total different in the table and the graph?
The difference in hours comes down to the type of forecast being displayed:
- Management Forecast (Table): This is the forecast set manually by management, based on their expectations and strategic goals. It reflects planned hours to meet operational needs.
- SMART Forecast (Yellow Bar in Graph): Generated by PMI’s SMART system, this forecast uses machine learning and historical data to provide a dynamic suggestion. It factors in monthly productivity goals and current hotel activity.
The variation between these two forecasts highlights the difference between static planning (Management Forecast) and data-driven predictions (SMART Forecast). Use this insight to adjust plans as needed for better alignment with real-time performance and goals.
Why is PMI showing hours instead of FTE in Budget (Target) & forecast?
If you’ve selected FTE in the Budget & Forecast module but the system still shows Hours under productivity, here’s what to check:
Possible Reasons:
- FTEs are centrally managed: In some cases, FTE values are uploaded or controlled by a central team (e.g., head office), which overrides local FTE input and forces the view to show hours.
- Toggle was not applied correctly: Double-check that the FTE toggle is selected. If needed, refresh the view after toggling.
- Permissions or configuration: Some user roles or property setups may not allow FTE input locally. Instead, the interface defaults to hours.
What to do:
- Confirm that the FTE toggle is selected.
- Try refreshing the page after changing the toggle.
- If it still shows hours, check internally if your FTEs are managed centrally.
- If unclear, contact your administrator or controller for confirmation.
Why does the column in the P&L module not say “Budget” even though I’m working with the Budget version?
You’re using the Budget version in the P&L module, but the staff-related column shows a different label—perhaps “Scheduled” or something entirely custom. Here’s why that happens and how to fix it.
The Real Reason: This setting isn’t controlled in the P&L module—it’s actually configured in the Cockpit. To make the column reflect Budget hours rather than another value (like Scheduled), follow these steps:
- Go to the Cockpit.
- Find the setting that defines whether the P&L module uses Scheduled hours or Budget hours.
- Switch the setting to use Budget hours.
- Save your changes and return to the P&L module.
Once done, the column will update to reflect the correct data type—Budget—instead of the previously displayed label.
Need help finding the setting? This article has the details: Use Forecast/Budget Hours from Cockpit in P&L Staff Module
Why can’t I see the “ Add Note ” icon in a department’s Schedule table?
Symptom
In one cockpit the Schedule table shows no note icon beside the daily hours, while other departments do show it.
Cause
That cockpit contains more than one schedule row for the same day (e.g., “Front Office – Scheduled” + “Reservation desk”).
When several rows exist, PMI collapses them into a single line. The note icon only appears once you expand the day so PMI knows which row you want to annotate.
Quick fix
- In the Schedule table, click the plus symbol to expand the date.
- Each underlying schedule row now displays its own note icon.
- Click the icon, type your note, Save, and collapse the day again if you like.
Tip
If you often use notes, keep the days expanded while you’re adding comments, then collapse them for a cleaner view.
Why can’t I edit rates for a past month?
Issue: You’re trying to change rates (or other values like hours, productivity, or labor costs) for a past month in PMI—like April—but the fields are locked and uneditable.
Why It Happens
PMI automatically locks all historical data to preserve reporting accuracy. Once a month ends, the system treats that data as actuals, not forecasts. This affects all modules, including the Cockpit and Budget & Forecast.
What to Do
You’ll need to unlock the period using Period locking:
- Go to Advanced settings → Period locking
- Find the padlock icon for the relevant month (e.g., April)
- Click it to unlock the period
Once unlocked, all related values for that period become editable across the system.
Important Notes
- Only users with elevated rights (like Admins or Revenue managers) can unlock past periods
- If you don’t have access, contact your PMI administrator
- Treat unlocked periods with care—editing actuals should always be intentional and documented
Why are my SMART hours a straight line?
If your SMART forecast displays a flat line—such as 3 hours per day—it typically indicates that the system is constrained by specific settings, preventing dynamic adjustments based on activity levels.
Primary Cause: Min/Max Settings
The most common reason for this issue is that the minimum and maximum hours in the SMART configuration are set to the same value. This setup restricts SMART from adjusting hours in response to fluctuations in demand or activity.
How to Check and Adjust Min/Max Settings
- Navigate to the Cockpit:
- Open the relevant department’s Cockpit in PMI.
- Access Tools and Settings:
- Click on the Tools and Settings icon (usually represented by a gear or wrench symbol).
- Review Min/Max Hours:
- Locate the Min/Max Hours section.
- Check if the Minimum and Maximum hours are set to the same value (e.g., both at 3 hours).
- Adjust Values:
- If both values are identical, modify them to allow flexibility. For example:
- Set Minimum Hours to 2.
- Set Maximum Hours to 5.
- This range enables SMART to allocate hours dynamically based on actual demand.
- Save Changes:
- After adjusting, ensure you save the changes to apply the new settings.
Additional Considerations
- User Permissions: Ensure you have the necessary permissions to modify Min/Max settings. If not, contact your system administrator.
- Historical Data: If SMART lacks sufficient historical data, it may default to static values. In such cases, consider manually adjusting the forecast or consulting with your administrator.
- Cost Driver Accuracy: Verify that your primary cost drivers are accurately forecasted. Inaccurate inputs can affect SMART’s calculations.
What happens when forecasts remain at Staffing-guide defaults?
If a department’s forecast isn’t updated and remains at the staffing-guide default beyond the expected deadline, the PMI Adoption Index will indeed display this as a hygiene factor. These hygiene factors are marked in red to draw attention and indicate areas requiring action to maintain data integrity and operational efficiency. However, hygiene factors generally do not directly impact the index score, except for those related to Rooms management, which do affect the score due to their impact on forecasting accurac
Best Practices to Address This:
- Regularly Review the PMI Adoption Index: Monitor for any red-marked hygiene factors indicating unupdated forecasts. 
- Update Forecasts Promptly: Ensure that departmental forecasts are reviewed and updated regularly to reflect current expectations and avoid reliance on default staffing-guide values.
- Utilize the Staffing Guide Effectively: While the staffing guide provides baseline recommendations, it’s essential to adjust forecasts based on real-time data and departmental insights.
By proactively managing forecasts and addressing hygiene factors, departments can ensure accurate staffing levels and maintain optimal operational performance.
Understanding the Scheduled Horizon and Graph Lines
The Scheduled Horizon in PMI shows how far into the future schedules are active and where PMI’s SMART forecast begins.
In Legacy Tables and Schedule Views:
- Red vertical line = Today
- Dashed green vertical line = Scheduled Horizon
- Beyond the green line, users can manually enter schedules. If left blank, PMI auto-generates SMART hours.
In the Day-to-Day (Labor Graph) View:
- Dotted black vertical line = Today
- Dashed green vertical line = Scheduled Horizon
These visual markers help you compare scheduled hours with PMI’s suggested SMART schedule.
If you don’t see the Scheduled Horizon or Today lines:
- You may not be in the graph (Day-to-Day) view
- You may be viewing past or already finalized periods
- Your user role or cockpit view setup may limit what’s shown
Tip: The Scheduled Horizon is usually set by the Head of Department (HOD) under View Settings — often to a fixed number of days ahead (e.g., 14, 28 or 90). If you don’t see the green line immediately, try using the date picker to advance one month at a time — the Scheduled Horizon may be set further into the future.
Scheduled Horizon Misunderstanding
The Scheduled Horizon setting often leads to confusion. Adjusting it does not affect the import of hours from your Timekeeping System (TKS). It only determines how far into the future you can view data. If you’re missing data, the issue likely lies with TKS data or mapping settings, not the Scheduled Horizon. There are visual differences in the appearance of the Today and Scheduled Horizon lines, as described below:
Cockpit View:
- Day-to-day graph:
- Black dotted vertical line: represents today’s date (Today Line).
- Green dashed vertical line: marks the end of the Scheduled Horizon.
- Cockpit Table:
- Horizontal red line: indicates today.
- Horizontal green line: shows the end of the Scheduled Horizon.
Schedule View:
- Vertical red line: represents today’s date (Today Line).
- Vertical green dashed line: shows the end of the Scheduled Horizon.
Links:
Providing context for better insights
Issue: Users ask broad questions like “Where is my data?” or “What do these figures tell you about my productivity?”without providing sufficient context or visual input.
If you're unsure why specific data or insights aren't displaying as expected, ensure your query includes enough context. You can also use the Query Library, which offers premade queries tailored to common needs—screenshots are automatically added when required for these queries.
For custom queries, consider taking a screenshot of the relevant data or view by clicking the camera icon. Providing clear context or visuals helps the AI analyze your data more effectively and deliver accurate responses.
Productivity based hours
These are typically used for operational departments where productivity is the main target. When the cost driver (e.g., room nights, revenue) changes, PMI automatically recalculates the required hours to maintain the fixed productivity target. This keeps your labor plan aligned with real activity levels.
What to do:
- Go to PMI cockpit → Select your department
- Click the gear icon to access settings
- Under the Forecast settings, ensure the “Productivity is locked” option is enabled
- Save changes to apply productivity-based forecasting
For example, if more rooms need cleaning next month, the Housekeeping department will automatically receive more hours to meet the productivity target (e.g., 0.25 HRS/RN).
Modifying “Other hours” via Data upload center
Yes, "Other Hours" can be modified using the Data upload center in PMI. However, understanding the difference between "Other hours" and "TKS hours" is crucial:
- TKS Hours: These are hours imported directly from your external Timekeeping System (TKS). They represent scheduled or actual hours recorded externally and synced with PMI. These hours cannot be edited directly in PMI.
- Other Hours: These are manually added hours or hours not imported via TKS, such as outsourced labor or specific tasks. These can be adjusted directly in PMI, including through the Data Upload Center.
Steps to Modify "Other Hours"
- Go to the Data Upload Center in PMI.
- Select the appropriate template for labor data upload.
- Input the correct department, date, and "Other Hours" values.
- Upload the file and verify changes in the Labor Cockpit.
For more details, refer to the Daily Routines in Labor Cockpit guide.
Low SMART Hours?
If your cockpit displays unexpectedly low SMART hours, the most common cause is that the Productivity forecast is set too high.
Why This Happens:
- The SMART forecast is calculated by dividing the primary cost driver forecast by the Productivity forecast. When the Productivity forecast is inflated, the resulting SMART hours decrease.
What to Do:
- Review the Productivity Forecast: Check that the forecast value accurately reflects realistic performance targets.
- Adjust and Recalculate: Modify the forecast if necessary and recalculate the SMART hours to see the updated totals.
For more detailed steps, refer to our SMART cockpit guide.
Key Notes for Adjusting Min/Max Settings
- Effect of Changes: Changes to Min/Max settings will impact the current year and all future years but will not apply to past years.
- Global Application: Adjustments to Min/Max hours are applied globally to the selected year, not on a month-by-month basis. Always ensure the correct year is selected before making changes.
Incorrect codes in TKS
Make sure the correct codes have been used in your TKS. If the hours are still not correct after the next import, there may be an error in the mapping – please contact your controller who will make the necessary changes.
Inability to edit data for a specific period
A "frozen" screen issue could be related to period locking. This would result in an inability to make any modifications to schedules, reports, or other entries for a specific period.
- Check the Period Locking Settings: This issue is often related to the period locking feature in the PMI system. When a period is locked, it prevents any changes from being made for that time frame. Check the period locking settings for the specific month to see if it has been mistakenly set to close.
- Unlock the Period: If the period for the specific month is locked, you will need to unlock it. This can be done by accessing the period locking settings in the PMI system. Double click on the padlock icon for the specific month to unlock the period. Note that you may need administrative rights to do this.
- Contact PMI Support: If the issue persists even after unlocking the period, or if you are unable to unlock the period due to lack of permissions, contact the PMI support team for further assistance.
I can’t enter the closing value for food inventory
In PMI, the Closing inventory value for one month automatically becomes the Opening inventory value for the following month. If the field appears locked or non-editable, here’s what to check:
Possible Reasons & What to Do:
1. The period is locked
- Once a month has ended, PMI treats it as finalized (actuals). Fields like Closing inventory are locked to protect reporting accuracy.
- Solution: Ask your administrator to unlock the period using Period locking (found under Advanced Settings). Once unlocked, you’ll be able to enter or adjust the value.
2. You don’t have editing rights
- While most F&B Managers or Controllers do have access, some user roles might be restricted from editing actuals.
- Solution: If you’re unable to edit even after the period is unlocked, contact your local admin or support team for assistance.
Tip: Always save after making edits, and verify that the Opening inventory for the next month reflects your updated value.
How to enter hours for last year in PMI
If you need to add or adjust historical hours in PMI (e.g. for last year), manual entry is not done in Budget & Forecast. Instead, you can use one of these two methods:
Option 1: Upload hours via template (recommended)
- Go to Administration > Data Upload Centre.
- Click on Download Templates.
- Select and download the hours upload template.
- Fill in the template with your data (make sure to use the correct year and department codes).
- 'Go to Import Files and upload your completed template.
- Map the fields correctly, validate, and resolve any errors.
- Click Update PMI to apply the changes.
Note: If the period is locked, it must be unlocked first via Advanced Settings > Period Locking. Only d2o or designated admins can unlock past periods.
Option 2: Manual entry in Cockpit (if allowed)
- Navigate to the Cockpit for the department in question.
- Use the date selector to switch to the previous year.
- If editable, enter the hours directly in the relevant rows.
- Save your changes.
Manual entry for historical hours is only possible if the period is unlocked and your role has the appropriate permissions.
How to compare TKS hours with hours in PMI
To compare actual worked hours from your Timekeeping System (TKS) with the scheduled/planned hours in PMI, use the Labor Cockpit:
Steps to Check:
- Go to the Labor Cockpit
- Select the relevant department and date range
- Click the plus sign next to the date to expand the daily detail
- You’ll see:
- Scheduled hours (what was planned)
- TKS hours (what was actually worked and imported from your Timekeeping System)
- Hours broken down by productive and non-productive categories
You can also hover over bars in the graph to compare day-by-day totals visually.
Tip:
- If the numbers don’t match, check whether:
- The TKS import has been processed for the current period
- The department and role mappings between TKS and PMI are up to date
- Any manual adjustments were made in TKS or PMI after the import
How to check if schedules match the demand forecast
To make sure your schedules reflect the current demand, do a quick visual check in the Labor Cockpit:
What to Look For:
- Blue bars: Represent scheduled hours.
- Yellow line: Indicates the SMART Forecast, which is system-generated based on targets and cost drivers.
- Green dashed line: Marks the Scheduled Horizon, showing how far ahead scheduling is active
Your scheduled hours (blue bars) should closely follow the yellow SMART Forecast line. If they’re significantly above or below, it may indicate over- or under-scheduling.
Where to Check:
- Go to the Labor Cockpit
- Select the correct department and date range
- Compare the visual graph — especially just beyond the green dashed line
Tip: If the SMART Forecast seems off, click the forecast icon to review the SMART and Management Forecast values.
How does PMI handle departments with zero historical data when calculating SMART-schedule guidance
If a department has no historical data, PMI cannot use its SMART algorithms, which rely on past patterns to suggest efficient staffing levels.
Instead, PMI falls back on cost driver logic as the primary basis for scheduling guidance:
Here’s how it works:
- Cost Driver-Based Scheduling: The system uses a linked cost driver (e.g., room nights, covers, revenue) to estimate required hours. This provides a baseline forecast tied to expected business volume.
- Default Productivity Values: PMI may apply default productivity ratios (e.g., hours per 100 room nights) if defined in the configuration or mappings.
- Manual Inputs & Adjustments: Users can manually enter forecasted hours based on expected needs, and these can later be refined as actual data becomes available.
- No ML or Smart Hours Yet: Since Smart-schedule guidance depends on past performance trends, departments with no prior year’s hours won’t benefit from it until a baseline has been established.
Tip: If you’re setting up SMART for a new department, ensure a cost driver is assigned and mapped. This allows the system to provide at least basic forecasting support until historical data builds up.
How can I manually enter hours for last year?
You can manually enter last year’s hours in the Timesheet Cockpit by clicking the pencil icon next to the relevant day and department. This is useful when historical data is missing or needs adjustment for benchmarking purposes.
Steps:
- Go to the Timesheet Cockpit.
- Navigate to the correct department and date.
- Click the pencil icon to edit hours.
- Enter the value and click Save.
Important:
- Ensure the hours you enter are accurate and reflect actual staffing for the given date.
- If you are benchmarking or reprocessing historical productivity, make sure the correct cost drivers are in place.
Note on Timekeeping Integration:
If you are using an external timekeeping system, hours should only be added manually in PMI if they cannot be entered in the source system. Examples include outsourced staff or call-in employees that are not recorded in the timekeeping system.
Forecast discrepancies in cockpits
If the forecast data in the cockpit does not match the actuals, showing discrepancies in the Monthly To Date (MTD) usage, a potential cause is that a cost driver was not forecasted, leading the system to calculate zero forecast and only display actuals.
Steps to Resolve:
1. Verify Cost Drivers: Ensure all relevant cost drivers have been forecasted for the period in question.
2. Update Forecasts:
• Navigate to the forecast module.
• Ensure all cost drivers are included.
• Resubmit the forecast for the affected month(s).
3. Verify Correction: Check that the cockpit now displays the correct forecast and actual hours.
Changing revenue for today & tomorrow in PMI
Key Points to Remember:
- Budget & Forecast Module changes totals on a monthly basis only.
- Flash Report allows you to edit historical values.
- Live Forecast allows you to edit future values (including today and tomorrow) by switching to “manual.”
Steps to edit revenue for historical dates (Past)
- Open the Flash Report.
- Expand or select the past date you want to edit; click the plus icon.
- Click the pencil icon (if available) to override the revenue value.
Steps to edit revenue for future dates (Today & Tomorrow)
- Go to the Live Forecast.
- Expand or select the specific date (e.g., today, tomorrow).
- Switch the date to “manual” if required.
- Enter the new revenue value in the editable field.
Adjusting decimal precision in the labor cockpit table
If you're having trouble manually entering decimal precision in the cockpit table, please review the settings in the Tools menu:
- Open Tools Menu: In the PMI Labor Cockpit, navigate to the Tools menu 1 .
- Access Settings: Click on "Settings" within the Tools menu 1 .
- Change Decimal Precision: Find the option for setting the number of decimals for hours. Adjust to your preference.
- Save Changes: Confirm and save your changes.
- Check Changes: Return to the Labor Cockpit to ensure your changes have been applied correctly.
If the issues persist, consider reaching out to PMI support for further assistance.