My dashboard is a mess, I need help.

[ehh]

Any chance you have a spreadsheet example for “savings” vs rack rate?

Okay, this one is gonna require some explanation.

This is my 'Stays' tab, with a bunch of columns hidden to fit in what's most relevant to your ask. A lot of the 'work', especially calculating the 'used cost', is formulas you can't see here referencing other tabs, so idk how great this screenshot is gonna be.

And, to be blunt, I don't recommend this approach to others. It might not even be what I would do if I were starting from scratch...

But here goes:

• Column A - Stay Name, free text
• Column B - Resort, in a dropdown format
• Column C - Formula to show running number of stays-to-date at that resort, the running number of nights, and running number of points
• Column D - Room type, in a dropdown format
• Column E - Formula to show running number of stays-to-date in that room type, the running number of nights, and running number of points
• Column F - Check-in date for the stay
• Column G - Check-out date for the stay
• Column H - Stay duration, simple formula based on F/G
• Column I - Total points for stay, simple sum based on J
• Column J - Points used on this stay from a specific UY/contract, manually entered
• Column K - Contract where points are coming from for this line, manually entered
• Column L - Use Year where points are coming from for this line, manually entered
• Column M - Dropdown for Banked/Borrowed/Standard/OTUP/Comp points (used for other analysis, forgot to hide the column lol)
• Column S - Free text notes to describe the room/view, occasionally other stuff
• Column U - 'Used cost' of using those points from that contract+UY combo, a complex (but copy/pastable) formula that pulls data from each contract's financial tracking tab
  • This is basically the cost of using specific DVC points, including dues and upfront costs
  • Includes TOT for AUL/VDH stays
• Column V - Total 'used cost' for that stay, just a sum of all the 'used cost' values for that stay, as stays can have multiple contract+UY components
• Column W - Cost of renting points for the equivalent stay, though I have not done a good job keeping up with renting prices so it's probably not accurate
• Column X - Cost of equivalent stay on rack rate, manually entered
  • Typically I get this by going through the booking process on WDW/DL/AUL's site the day inventory is released
  • Sometimes I use mousesavers.com data
• Column Y - Breaking out the rack rate cost by the portion of points from that contract+UY line item; this feeds back into other tabs
  • Example, if a specific contract+UY combo contributes 20 of the 100 points for a stay, then 20% of the rack rate is attributed to that line item
• Column Z - Rack rate divided by points used, a kind of barometer for value
• Column AA - Discount % vs. rack rate, based on columns V and X
• Columns AB-AE - Same thing as columns X-AA, but with the best publicly available discount that is released
  • Public discounts are general public, and more recently, Disney+ subscriber discounts
  • I document it even if there's never any inventory available for the equivalent stay--if the offer says it covers the equivalent stay, then it gets documented
• Columns AF-AI - Same thing again, but with an AP discount
  • I document it even if there's never any inventory available for the equivalent stay--if the offer says it covers the equivalent stay, then it gets documented
• Columns AJ-BY - In addition to documenting the cost of equivalent rooms, I document the cost of the following resorts for the same dates with no discount, general public discount, and AP discount:
  • Pop Century, Preferred View/Room
  • Coronado, Standard/Resort View
  • Port Orleans Riverside, King Bed
  • Port Orleans Riverside, Royal Room with best view
  • Art of Animation, Lion King Suite
  • Wilderness Lodge, Courtyard/Resort View
  • Yacht Club, Garden/Resort View
  • Animal Kingdom Lodge, Savanna View
  • Polynesian, Standard/Resort View
  • Grand Floridian, Lagoon/Water View
  • BoardWalk, Garden Room
  • Bay Lake Tower, 2BR TPV
  • Copper Creek Cabin
  • Polynesian Bungalow

I also have multiple other tabs that use data from this tab, including 'savings vs. rack rate', but it's just different representations of the same data shown here.

 

[PlutoNotPlanet]

Glad to see this working again, I tried yesterday and was really sad when I thought it was no longer active. Although I cant ever seem to get it to work for CA properties.

They seem to get rack rate from mousesavers.com
If it's not available there, it won't work

 

[JulieBeeRN]

Okay, this one is gonna require some explanation.

This is my 'Stays' tab, with a bunch of columns hidden to fit in what's most relevant to your ask. A lot of the 'work', especially calculating the 'used cost', is formulas you can't see here referencing other tabs, so idk how great this screenshot is gonna be.

And, to be blunt, I don't recommend this approach to others. It might not even be what I would do if I were starting from scratch...

But here goes:

• Column A - Stay Name, free text
• Column B - Resort, in a dropdown format
• Column C - Formula to show running number of stays-to-date at that resort, the running number of nights, and running number of points
• Column D - Room type, in a dropdown format
• Column E - Formula to show running number of stays-to-date in that room type, the running number of nights, and running number of points
• Column F - Check-in date for the stay
• Column G - Check-out date for the stay
• Column H - Stay duration, simple formula based on F/G
• Column I - Total points for stay, simple sum based on J
• Column J - Points used on this stay from a specific UY/contract, manually entered
• Column K - Contract where points are coming from for this line, manually entered
• Column L - Use Year where points are coming from for this line, manually entered
• Column M - Dropdown for Banked/Borrowed/Standard/OTUP/Comp points (used for other analysis, forgot to hide the column lol)
• Column S - Free text notes to describe the room/view, occasionally other stuff
• Column U - 'Used cost' of using those points from that contract+UY combo, a complex (but copy/pastable) formula that pulls data from each contract's financial tracking tab
  • This is basically the cost of using specific DVC points, including dues and upfront costs
  • Includes TOT for AUL/VDH stays
• Column V - Total 'used cost' for that stay, just a sum of all the 'used cost' values for that stay, as stays can have multiple contract+UY components
• Column W - Cost of renting points for the equivalent stay, though I have not done a good job keeping up with renting prices so it's probably not accurate
• Column X - Cost of equivalent stay on rack rate, manually entered
  • Typically I get this by going through the booking process on WDW/DL/AUL's site the day inventory is released
  • Sometimes I use mousesavers.com data
• Column Y - Breaking out the rack rate cost by the portion of points from that contract+UY line item; this feeds back into other tabs
  • Example, if a specific contract+UY combo contributes 20 of the 100 points for a stay, then 20% of the rack rate is attributed to that line item
• Column Z - Rack rate divided by points used, a kind of barometer for value
• Column AA - Discount % vs. rack rate, based on columns V and X
• Columns AB-AE - Same thing as columns X-AA, but with the best publicly available discount that is released
  • Public discounts are general public, and more recently, Disney+ subscriber discounts
  • I document it even if there's never any inventory available for the equivalent stay--if the offer says it covers the equivalent stay, then it gets documented
• Columns AF-AI - Same thing again, but with an AP discount
  • I document it even if there's never any inventory available for the equivalent stay--if the offer says it covers the equivalent stay, then it gets documented
• Columns AJ-BY - In addition to documenting the cost of equivalent rooms, I document the cost of the following resorts for the same dates with no discount, general public discount, and AP discount:
  • Pop Century, Preferred View/Room
  • Coronado, Standard/Resort View
  • Port Orleans Riverside, King Bed
  • Port Orleans Riverside, Royal Room with best view
  • Art of Animation, Lion King Suite
  • Wilderness Lodge, Courtyard/Resort View
  • Yacht Club, Garden/Resort View
  • Animal Kingdom Lodge, Savanna View
  • Polynesian, Standard/Resort View
  • Grand Floridian, Lagoon/Water View
  • BoardWalk, Garden Room
  • Bay Lake Tower, 2BR TPV
  • Copper Creek Cabin
  • Polynesian Bungalow

I also have multiple other tabs that use data from this tab, including 'savings vs. rack rate', but it's just different representations of the same data shown here.

 

[VGCgroupie]

2 months later... (imagine the spongebob meme inserted here)

I went through all my contracts activity statements line by line, did some stuff on paper and some in a spreadsheet matching previous reservations by emails and I finally have everything all sorted out and can start fresh tracking my reservations. I realize I probably modify, cancel, book, rebook, reallocate WAY to much some of my activity statements had 60 lines of activity!

 

[Cyberc1978]

My way of keeping track is very very simple but it gets the job done.

After a booking/modification/cancellation I check if correct number of points have been taken or put back.

 

[VGCgroupie]

My way of keeping track is very very simple but it gets the job done.

After a booking/modification/cancellation I check if correct number of points have been taken or put back.

I was doing that and then I made the mistake of booking some things on my phone while on the go.. bad idea. And then once or twice I found a hard to get resort on a good date and I booked out of excitement and rush and totally didn't pay attention to what I had before. Lesson learned and I will keep proper track form now on

 

[Moonspinner]

+1 to going through your reservations and using Modify to find how your points are currently used.

More longterm, I'll advocate for spreadsheets. Everyone has their own approaches here!

While I do have spreadsheet tabs for each contract to track more of a financial aspect (which has basic usage data), I don't love them for 'what's the state of my points' type of tracking.

I also have a 'Stays' tab that lets me track, in a single tab, all the usage across all contracts. But it's more focused on enabling analysis of how points are used (room type, home resort vs. not, rack rates at various resorts for the same dates, etc.). Still not great for 'what's the state of my points' type of tracking.

I also have a 'future planning' tab that lets me map out usage for multiple years ahead, making sure I don't run out or let points expire. It has a condensed version of the Stays tab (as it's important to know the history to build off of) plus per-contract points availability.

As I also have many contracts, this 'future planning' tab ended up being my best version of a condensed view of where points went in the past, what points are available 'now', and what points will be available in the future. This is my go-to tab for 'what's the state of my points' type of tracking.

Here's a screenshot from my 'future planning' tab of some of my prior stays and 7 of my contracts (max I could fit in the window width, even at 75% zoom):

Other than the color coded cells in the middle, it has basically no formulas and I find pretty easy to maintain once you get your baseline built. Building the baseline might be a chore, though...

Future planning is what I need
Right now I just kind of note in my head
I don’t really care about points once they are booked, but maybe I should.

 

[Moonspinner]

2 months later... (imagine the spongebob meme inserted here)

I went through all my contracts activity statements line by line, did some stuff on paper and some in a spreadsheet matching previous reservations by emails and I finally have everything all sorted out and can start fresh tracking my reservations. I realize I probably modify, cancel, book, rebook, reallocate WAY to much some of my activity statements had 60 lines of activity!

Oh wow you may have me beat
We switch reservations a lot

 

[VGCgroupie]

Future planning is what I need
Right now I just kind of note in my head
I don’t really care about points once they are booked, but maybe I should.

Since DVC has lost 2 points for me I think it's good to keep track. Although it's much easier to keep track when you have 1 or 2 contracts. I have 9 and its just so hard and the dashboard sucks something terrible

 

[AstroBlasters]

Since DVC has lost 2 points for me I think it's good to keep track. Although it's much easier to keep track when you have 1 or 2 contracts. I have 9 and its just so hard and the dashboard sucks something terrible

I think we have 15 contracts…. good luck unwinding them

 

[VGCgroupie]

I think we have 15 contracts…. good luck unwinding them

 

[BrianLa]

This is my masterpiece after a few other versions/layouts. I like this one because I'm able to see which banked/borrowed points are used for each reservation. (Dates blocked out)

 

[VGCgroupie]

This is my masterpiece after a few other versions/layouts. I like this one because I'm able to see which banked/borrowed points are used for each reservation. (Dates blocked out)

View attachment 966692

Thanks! I am still trying to nail down the best way. I like seeing how others do it so I can find the best way

 

[HyperspaceMountainPilot]

Thanks! I am still trying to nail down the best way. I like seeing how others do it so I can find the best way

I actually like spreadsheets for some things but am often more comfortable in tables in word/Docs for others.

When I book, I use a plain old table in Docs, I keep all of my trips in chronological order, I put dates, DVC Resort, total points used (Membership #, contract #, whether they are banked, borrowed, current UY), cancellation penalty deadline, banking deadline for relevant points. This works great for 5 contracts across 4UY and less than 750 points, I think @BrianLo’s masterpiece might be worth the work if you’re routinely mixing and matching points from different contracts or have huge contracts and want to be able to quickly sort which points are directed where.

Also, I assume you experts and veterans probably know this, but you can have someone on the DVC website chat (during normal business hours) go through res by res and tell you which contracts each booking came from, if the points are banked/borrowed/bankable, etc. This is (IMO) way less stressful than trying to go through modifications.

 

[VGCgroupie]

I actually like spreadsheets for some things but am often more comfortable in tables in word/Docs for others.

When I book, I use a plain old table in Docs, I keep all of my trips in chronological order, I put dates, DVC Resort, total points used (Membership #, contract #, whether they are banked, borrowed, current UY), cancellation penalty deadline, banking deadline for relevant points. This works great for 5 contracts across 4UY and less than 750 points, I think @BrianLo’s masterpiece might be worth the work if you’re routinely mixing and matching points from different contracts or have huge contracts and want to be able to quickly sort which points are directed where.

Also, I assume you experts and veterans probably know this, but you can have someone on the DVC website chat (during normal business hours) go through res by res and tell you which contracts each booking came from, if the points are banked/borrowed/bankable, etc. This is (IMO) way less stressful than trying to go through modifications.

I think a straight forward approach might be better for me and the fancy spreadsheet I can have him use . So far I have never transferred points and I dont see myself doing that often if at all.

 

[HyperspaceMountainPilot]

I think a straight forward approach might be better for me and the fancy spreadsheet I can have him use . So far I have never transferred points and I dont see myself doing that often if at all.

Presumably if you use my barely adequate table method (or something similar), he would have all the data in there necessary to organize it in a spreadsheet.

Incidentally, I started my table not to track points but because DVC’s website dashboard page was selectively showing and missing reservations which was freaking me out.

 

[DL1WDW2]

My 2 grown adult tech savvy children do not want to inherit my points cause of the “ 11/7 month trauma and walking that begins January First every year .
I don’t ever want to walk a month long day by day at BLT for NYEever again!
That really messes up your point activity / dashboard…

And the new DVC/MMB A whole different kind of crazy keeping track of.
Fortunately I knew to find a dummy 24 point reservation to make with that 24 bonus points ( searched and finally found a one night 24 points at the Cabins ) …that way I only had one dummy contract number to keep track of when I wanted to modify if better availability showed up. Cause who wants to stay at Fort Wildernessi June heat Haha .I was able to find one night for Halloween decorations and golf cart . I did the Xmas holidays at the new cabins last year.
I still can’t figure out why I borrowed 13 points when I have current 13 points available… and Imhave been member since 2001 !
I wish I had kept a DVC Calendar and then kept the reservations I had written in the calendar month every year to tuckinside the park guide maps for my memorabilia .Way more fun than a spreadsheet !

 

[VGCgroupie]

Presumably if you use my barely adequate table method (or something similar), he would have all the data in there necessary to organize it in a spreadsheet.

Incidentally, I started my table not to track points but because DVC’s website dashboard page was selectively showing and missing reservations which was freaking me out.

Im missing 2 points and DVC cant find them so yes, best to keep track.

 

[VGCgroupie]

My 2 grown adult tech savvy children do not want to inherit my points cause of the “ 11/7 month trauma and walking that begins January First every year .
I don’t ever want to walk a month long day by day at BLT for NYEever again!
That really messes up your point activity / dashboard…

And the new DVC/MMB A whole different kind of crazy keeping track of.
Fortunately I knew to find a dummy 24 point reservation to make with that 24 bonus points ( searched and finally found a one night 24 points at the Cabins ) …that way I only had one dummy contract number to keep track of when I wanted to modify if better availability showed up. Cause who wants to stay at Fort Wildernessi June heat Haha .I was able to find one night for Halloween decorations and golf cart . I did the Xmas holidays at the new cabins last year.
I still can’t figure out why I borrowed 13 points when I have current 13 points available… and Imhave been member since 2001 !
I wish I had kept a DVC Calendar and then kept the reservations I had written in the calendar month every year to tuckinside the park guide maps for my memorabilia .Way more fun than a spreadsheet !

I have also borrowed points when I had plenty available currently and I have no idea why. The dashboard really doesnt need to be as complicated as it is. It should just show you under each reservation you use 30 points from 123456.0 contract you used 30 banked points from 123456.1. You shouldnt have to go in and modify to see these things, and to be honest when I do that it is still confusing and it doesnt show "banked" or "borrowed"