How to create formulated Cloudbeds Data Fields (CDFs)

This article explains how to create formulated Cloudbeds Data Fields in Cloudbeds Reports, including both basic calculated fields and the Advanced Formulas.

Formulated CDFs allow you to create custom columns using existing Cloudbeds Data Fields (CDFs), enabling calculations or descriptive outputs that are not available by default in standard reports.

Advanced Formulas extend this functionality by supporting row-level logic, CASE-based conditions, and numeric or string results. This allows you to build more flexible, rule-based logic such as arrival or departure indicators, conditional counts, or custom flags directly within a report, without exporting data.

Create new formulated CDF

1. Inside the report, click formulated CDF.

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  • The formulated CDF option can also be found in the Columns section by clicking +Add.

2. Click Add+.

3. Add a name and description for the newly formulated CDF.
4. Select the Data Type:
   • String: This data type allows you to combine multiple dimensions into a single column.
   • Row-level calculated CDF / Aggregation calculated CDF: These data types allow you to create equations with your metrics and choose the format (number, percentage, or currency). Use the math symbols to join two existing CDFs.

5. Select the data field you want to use in the search bar or by looking at the list of fields.
6. Click Insert.
7. Click Save.

Add the formulated CDF to the Table Outline

1. Click Outline.
2. In the Columns section, click +Add.

3. Select the new formulated CDF by checking the box.

4. Run the report. You will now see the new column with the formulated CDF.

Use Advanced Formulas

Once you have created and added a formulated Cloudbeds Data Field to your report, you can use Advanced Formulas to build condition-based logic tailored to you reporting needs.

This type of logic is commonly used to create custom indicators and calculated columns such as:

• Arrival or departure flags
• Conditional counts (for example, counting only confirmed or checked-in reservations)
• Custom status or classification fields for operational or analytical reporting

Create an Advanced Formula (Row-level)

Follow the steps below to create an Advanced Formula using row-level logic and CASE conditions.

1. Open Formulated Columns and click Add + to create a new formulated column.
2. Enter a Name and an optional Description to clearly identify the purpose of the formula.
3. In Type, select Row-level formula. This option enables condition-based logic evaluated per row in the report.

4. In Return result in, choose the format of the output: Number (for calculations and aggregation) or String (for descriptive values).
5. In Formula, select Case. The formula builder will display a CASE structure with WHEN, THEN, and ELSE sections.
6. Click Add to define more condition(s).

7. 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.

8. Define the values to return:
   • Under WHEN, specify the condition(s) that must be met.
   • Under THEN, define the return result (value) when the condition is met.
   • Under ELSE, define the return result (value) when the condition is not met.
9. Add condition rules by selecting a data field, an operator, and a value. Use Add Rule to include additional conditions under the same WHEN block.
10. Click Save to create the Advanced Formula.

Example: Arrival indicator (1 = arrival, 0 = not an arrival)

This example shows how to create an Arrival indicator using an Advanced Formula. An Arrival indicator is useful in hospitality reporting because it lets you quickly identify and count the reservations that are expected to arrive on a specific stay date.

Properties commonly use an Arrival indicator to:

• Prepare daily arrival lists for Front Desk and Operations (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 in a report.

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.

Add the Advanced Formula to the report

After saving an Advanced Formula, add it to the report table so it appears as a new column in your results.

1. Open Outline.
2. In the Columns section, click + Add.
3. Under Formulated, select the checkbox for the formula you created (for example, Arrival).
4. Run the report to confirm the new column is visible and returning values.

If you need further assistance or more information, our Support Team is here to help!