The Facility Tenant Lifecycle data model in the Business Intelligence Report Builder captures daily snapshots of each facility, its units, and the tenants occupying the units (along with their associated dates and attributes) as of the snapshot time, for a 24-month period. Each snapshot records attributes as they were on that specific date, enabling detailed trend analysis and point-in-time reporting.

Some attributes are aggregated values (e.g., total amount paid to date, total days in unit), while others are binary indicators (e.g., Is Complimentary = 1/0, Has Insurance = 1/0).

This means not all values can be aggregated directly. You should use filters, dimensions, and best practices to avoid duplication when analyzing this model.

Data model structure

See the Data Dictionary for full details and examples.

Company Attributes

• Company name

Facility Attributes

• Facility name

Date Attributes

• Date and Time fields, including: Day of Week, Day of Month, Day of Quarter, and Day of Year, so that you can easily select a consistent day to perform trending analysis.
• Is Last Day of Month, Is Last Day of Quarter, and Is Last Day of Year: Used to quickly filter and only show datapoints on those dates.
• Snapshot Date Date: Used to select the date you want to analyze.
• Snapshot Date Month, Snapshot Date Year: Used to aggregate and summarize data, or filtering. Please be cautious when using these to aggregate data, as some calculations are already pre-aggregated.
• Is Max Snapshot Date (Yes/No) - With this filter enabled as Yes, your report will automatically populate the most recent day of data.
• Move In Date and Move Out Date: Unique values that are typically used independently and not in conjunction with a Snapshot Date attribute. These values are found under the Tenant Activity Section.

Units Identity and Conditions

• Daily snapshot of every unit in the facility
• Unit details that can be broken down into the following categories: Amenities, Floor, Dimensions, Type, and Unit Name.
• Unit information that can be aggregated to the facility level, including SQFT and Total Units.
• Includes unit status to aggregate or filter by the following: Occupied, Reserved, Unrentable, etc.
• If occupied, tenant information will be included in the row; if unoccupied, tenant fields will be blank.

Tenants Attributes

• Tenant details appear only if a unit is occupied on the day of the snapshot.
• Included details: Name, Address, City, State, Zip Code, and Phone Number.

Various Other Attributes

• Delinquency: Delinquency Start Date, Delinquency Stage, Is Delinquent flag
• Insurance: Insurance Type, Has Insurance flag
• Leads: Lead Kind, Lead Source
• Promotions: Current and Move-In Promotion Details assigned to the tenant, Is Customer Still On Promotion flag
• Rates and Payments: Standard Rate, Rent Rate, Managed Rate, Current Rate Start Date, Last Payment Date, Is Enrolled in Autopay flag
• Pre-Calculated Sums and Counts: Autopay, Unit Statuses, Total Days Occupied, Total Move Ins, Total Move Outs, Total Standard Rate, Total Rent Rate, Total SQFT

How to use the data model

Snapshot Dates

Because data is captured daily, the Snapshot Date field is critical in analysis.

• Single-Day Analysis
  • Filter for a single snapshot date to view facility-wide totals (e.g., total occupied square footage, tenant list, rent rate on that day).
• Multi-Day Analysis
  • If multiple snapshot dates are included, add Snapshot Date as a dimension.
  • Without Snapshot Date in the analysis, totals (like square footage) will be multiplied across days, leading to duplication.

Best Practice

• Always include Snapshot Date when trending over time.
• Use the Is Last Day of Month filter for monthly trending.

Rates

• Standard Rate = Published rate for the unit on that day
• Rent Rate = Actual rent charged to the tenant on that day

To analyze:

1. Filter by Snapshot Date and Facility.
2. Select measures such as Total Standard Rate and Total Rent Rate.
3. Apply filters, such as Unit Status = Occupied, to refine the results.
4. Compare Standard vs. Rent to calculate Gross Potential Rent (GPR) vs. Economic Occupancy.

Other Dates

• Move In Date and Move Out Date are separate from Snapshot Date.
• Example use cases:
  • Count of move-ins during a period: Use Move In Date with Count of Tenant Name.
  • Compare move-ins with other measures, e.g.:
    • How many move-ins had insurance on day one
    • How many enrolled in AutoPay at move-in

Binary Fields

Many fields in the Facility Tenant Lifecycle data model are binary, with 1 indicating 'Yes' and 0 indicating 'No'. These fields can be used as filters to display only a specific population. Additionally, these fields can be turned into Measures (and in many cases are already measures) so that you can quantify the population. 

Binary fields in this model 

• Is Last Day of Month
• Is Last Day of Quarter
• Is Last Day of Year
• Is Delinquent, Has Insurance
• Is Customer Still On Promotion
• Is Enrolled In Autopay
• Is Transfer In
• Is Complimentary
• Is Damaged, Is Dirty
• Is Reserved
• Is Unrentable.

When you roll up Binary fields into calculations, be sure to filter by a single date or have the calculation tied to a specific date on the axis so that you do not count a value twice.

Other Numeric Fields

As the Facility Tenant Lifecycle data model provides a daily snapshot, there are various fields that contain point-in-time values that should not be combined with others. An example of this is adding the Days Since Last Rate Change for two Snapshot Dates. The first value might be 50, and the second value 51 days. Each of these makes sense as a separate value, but if added, because 2 snapshot dates are combined, the value would be 101, which would be incorrect.

Numeric fields in this model 

• Fees Owed
• Managed Rate
• Rent Owed
• Rent Rate
• Standard Rate
• Unit SQFT
• Days Occupied.

Each of the Numeric Fields can be added together on a single day, but will cause duplications if not filtered or split out by date.

Auto-Aggregated Fields

All of the Fields in the Measures section of the data model will automatically be summed up or counted based on the Dimension you pair it up with, or even if you’re just looking at the Measure by itself with various filters applied.

General Best Practices

• Include the Snapshot Date Date in your analysis to compare multiple days.
• Filter using the Is Last Day of Month or Is Last Day of Quarter filter when creating trending reports.
• If you are comparing an attribute like unit, tenant, or facility, set a filter for a single Snapshot Date Date. Otherwise, multiple dates of data will be combined into a single date.
• Select and modify a report under the Quick Start section to automatically apply some simple filters.

Troubleshooting

Totals look too high

• This is likely caused by including multiple Snapshot Dates without including Snapshot Date in the analysis. 
• You can resolve the issue by selecting a single Snapshot Date in your filter or adding a Date Dimension to one of your axes.

You have limited data points available in Report Builder

• This is likely caused by selecting Explore From Here on a pre-built report.
• You can resolve this by looking under the All Fields section of the left-hand navigation and ensuring that one of the Report Builder models is listed (Facility Tenant Lifecycle or Payment Receipts). All other Models would likely be from a pre-built report.