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How to create formulated Cloudbeds Data Fields (CDFs)

Gabriela Garcia
Updated
Purpose Create and use formulated Cloudbeds Data Fields (CDFs) to calculate or classify report data.
Best for Managers/General Managers, Admins, and Owners who customize reports.
Use this when You need a calculated metric, descriptive field, conditional indicator, or custom classification that a standard report does not provide.
Requirements A report you can customize or a saved custom report with at least one column added before creating a formulated CDF.
Expected result A saved formulated CDF added to the report and visible when you run it.
Limitations Formulated CDFs belong to the report where they are created. CDFs from different report types cannot be combined.

Introduction

Formulated Cloudbeds Data Fields (CDFs) create custom columns from existing report fields. They can calculate values from numeric data or return descriptive results, including conditional outcomes using Advanced Formulas. This lets you analyze data within a report without first exporting it.

The calculation type matters: some formulas process each individual record before totals are calculated, while others calculate from totals after the report groups and filters records. Choose the type that matches the question you want the report to answer.

Table of contents

Understand formulated CDFs

A formulated CDF uses existing fields within a report type to create a new calculated or descriptive field. Metrics are numeric fields that can be summed, counted, or averaged. Dimensions describe or classify records. For the wider field reference, review Cloudbeds Data Fields (CDFs).

You can create formulated CDFs when customizing Cloudbeds Reports or editing a Saved Report. A formulated CDF is specific to the report where you create it, and you cannot join fields from different report types.

Choose the right calculation type

When selecting Type in Formulated Columns, choose whether calculations should happen before or after the report summarizes records. These two choices can produce different results, especially for ratios and averages.

Row-level calculated CDF Aggregation calculated CDF
Definition Calculates a value for each individual record before the results are summarized. Calculates a value using summarized data across multiple records.
How it works Calculates first, then aggregates the results. Aggregates first, then calculates the result.
Best for Calculations based on individual transactions, reservations, or records. Ratios, percentages, averages, and KPIs based on totals.
Example Calculate the number of nights for each reservation, then sum them. Calculate ADR by dividing Total Room Revenue by Total Rooms Sold.

How to decide: Choose a row-level calculation when the value depends on each individual record. Choose an aggregate calculation when your question depends on totals after report grouping and filtering. An aggregate calculation automatically reflects the report’s grouping and filters.

Other Type choices: String combines multiple dimensions into one column. Row-level formula is a separate option for Advanced Formulas with conditional logic, such as CASE rules. See Use Advanced Formulas and examples.

Create a formulated CDF

Start with a report that can be edited. If you are viewing a standard Cloudbeds Report, first select Save As to customize a copy. If you are building a new report, add at least one column to Table Outline and save the report before continuing.

  1. Within the report, open Formulated CDF. You can also select +Add in the Columns section and choose Add formulated.

Formulated CDF tool and Add formulated option in the report Columns panel

  1. Click Add + in Formulated Columns.

Add button in the Formulated Columns panel

  1. Enter a Name and Description for the newly formulated CDF.
  2. Select the Type and, for a calculated CDF, the Format (Number, Percentage, or Currency). Use the math symbols to build your equation.
  3. Find the CDF you want to use in the search field or the list of fields.
  4. Click Insert to add the selected field to the formula. Repeat as needed to complete the calculation.
  5. Click Save.

Formulated Columns editor showing Name, Type, Format, selected fields, expression editor, and Save

Expected result: The new field is saved in the report’s Formulated Columns list. You still need to add it to Table Outline to see it in report results.

Add the formulated CDF to your report

A saved formulated CDF does not appear in the report table until you select it as a column. Add the field to Table Outline, then run the report to review its values.

  1. Open Outline.
  2. Under Columns, click +Add.

Table Outline showing the Columns Add control

  1. Under Formulated, check the box beside the field you created.

Formulated field selected in the Columns chooser

  1. Click Run to refresh the report and confirm that the new column appears.

Run control and resulting formulated column in the report table

Use Advanced Formulas and examples

Advanced Formulas use Row-level formula and conditional logic to return a value for each record. They are useful for Arrival or Departure indicators, conditional counts, and custom operational classifications. Expand the relevant example below when you need that logic.

 Looking for a specific formula or condition? Expand all examples, then use Ctrl+F on Windows or Cmd+F on Mac to search this page.

Create a CASE formula with row-level logic

Create a CASE formula when you need the report to return a different result depending on whether each record meets defined conditions.

  1. Open Formulated Columns and click Add +.
  2. Enter the Name and optional Description.
  3. Under Type, select Row-level formula.

Row-level formula selected as the Type in the Formulated Columns editor

  1. Under Return result in, choose Number for a numeric result or String for a descriptive value.
  2. Under Formula, choose Case to display WHEN, THEN, and ELSE.
  3. Click Add to include another WHEN condition if needed.

CASE formula builder showing WHEN THEN ELSE and Add controls

  1. Use Match all or Match any to control how multiple conditions are evaluated:
    • Match all: All conditions must be true for the result to apply.
    • Match any: At least one condition must be true for the result to apply.
  2. Define the values to return:
    • WHEN: Specify the condition(s) that must be met.
    • THEN: Define the return result when the condition is met.
    • ELSE: Define the return result when no WHEN condition is met.
  3. Add condition rules by selecting a data field, an operator, and a value. Click Add Rule to include another condition under the same WHEN block.
  4. Click Save to create the Advanced Formula.

CASE editor with multiple WHEN conditions and rule selection

 Important: Always define an ELSE value. This prevents blank (null) results for rows that do not match any WHEN condition.

Numeric results can be summed or averaged in reports. String results act as descriptive dimensions.

Use relative-date logic

Relative-date logic can classify records based on time conditions so that the classification changes automatically without manually adjusting report filters. For example, a report could categorize stays occurring more than seven days before today.

Common uses include aging balances, booking-window analysis, and grouping historical versus upcoming stays.

  1. Go to Reporting > Cloudbeds Insights and create a report using Add > Report, or open a report you can edit.
  2. Choose the appropriate report type and add a date field, such as Stay Date or Service Date, together with any metrics needed.
  3. Save the report, then add a formulated CDF.
  4. Use a supported conditional formula to compare the date field with a relative date, such as seven days before today.
  5. Add the formulated CDF to the report as a column, grouping, or filter.

Expected result: Where the relative-date formula is supported, the report categorizes the records based on the date condition without requiring a daily filter adjustment.

Alternative: If formulated CDFs are not enabled for your account, use the relative-date filters available in the report interface.

Want to see a formula in action? Expand Example: Create an Arrival indicator below for a step-by-step example with numbered screenshots. It demonstrates CASE-based row-level conditions, rather than a relative-date calculation.

Example: Create an Arrival indicator

This example shows how to create an Arrival indicator using an Advanced Formula. An Arrival indicator helps identify and count reservations expected to arrive on a specific stay date.

Properties commonly use an Arrival indicator to:

  • Prepare daily arrival lists for Front Desk and Operations, including staffing, room readiness, and guest planning.
  • Measure arrival volume trends over time.
  • Build dashboards that separate arrivals from in-house or departing guests.

The formula returns 1 when a reservation matches your arrival rules and 0 otherwise. Because the result is numeric, the column can be summed to calculate total arrivals.

  1. Create a new formulated column named Arrival.
  2. Set Type to Row-level formula.
  3. Set Return result in to Number.
  4. In Formula, select Case, then configure the CASE logic:
    • WHEN (Match all): Add the conditions that represent an arrival at your property. A common approach is:
      • Check-in date equals the Stay Date (or the report's selected date field).
      • Reservation status is an active status relevant to arrivals (for example, Confirmation Pending, Confirmed, and In-House).
    • THEN: 1
    • ELSE: 0
  5. Click Save.

Arrival formula with numbered settings: Arrival name, row-level formula, Number return type, CASE conditions, and Save

 The exact date fields and reservation statuses available may vary by report type. If your results look unexpected, confirm you selected the correct date field (stay versus booking) and intended reservation statuses.

Add the Advanced Formula to the report

After saving the Arrival formula, add it to the report table so you can see the values it returns.

  1. Open Outline.
  2. In the Columns section, click +Add.
  3. Under Formulated, select the checkbox for Arrival.
  4. Click Run to confirm the Arrival column appears and returns values.

Table Outline numbered steps for adding the Arrival field, with Arrival values visible in the report

Delete a formulated CDF

A formulated CDF exists only within the report where it was created. If the field is still used anywhere in the report, the system prevents deletion.

  1. Remove the formulated CDF from every report element where it is used.
  2. Save the report.
  3. Return to Formulated Columns and delete the CDF.

Frequently Asked Questions

Expand a question to review output formatting, naming, formula references, and change history.

Can I control the format of a formulated CDF?

Yes. When creating a formulated Cloudbeds Data Field (CDF), you can choose its output format.

Supported output formats include:

  • Number
  • Percentage
  • Currency

Admins can configure a global currency rounding precision in Insights > Manage.

At this time, you cannot set decimal places for each individual CDF.

Does the formula editor detect circular references?

No. The formula editor does not automatically detect circular references.

Can I use the same name as a system field?

Yes, but you must distinguish the formulated field from the existing system field manually.

To make your custom field easier to identify, consider a prefix such as:

  • Custom
  • Calculated
  • Derived

Is there an audit log for formulated CDF changes?

No. Cloudbeds Insights does not currently track:

  • Who modified a formula.
  • The previous formula logic.

Once the formulated CDF is saved and displaying the expected values, these guides provide related context on available fields, building custom reports, and managing reports in Cloudbeds Insights.

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