Dashboard - Everything you need to know

Dashboard makes operations easier by allowing the user to have a quick summary of the current day, including an overview of the number of arrivals/departures, occupancy for the next days, and the total number of rooms available or the number of room available by room type.

This article includes a general overview of your Cloudbeds PMS Dashboard.

Access and overview

Once you log into your Cloudbeds account, the Dashboard is the first screen you are automatically taken to. It shows, at a glance, the most relevant information about your property's reservation, occupancy and availability activity.

The Dashboard includes 4 main sections with specific features and tools to manage your daily operations:

  1. Top options: With the number of arrivals, departures and the number of accommodations booked with the corresponding percentage.
  2. Reservations: Including the list of the arrivals of the day, departures and more.
  3. Today's Activity: With essential information about sales, cancellations and overbookings
  4. 14-Day Outlook: 14 Days at a glance with the occupancy percentage, revenue and availability information.

The Dashboard is also accessible by clicking on the Main Menu, option Dashboard.

Dashboard sections

1. Top options
  1. Today's date: Based on your current timezone
  2. Activity overview: It shows the following reservation/guests information and allows to search by typing your guest's name for more details:
    • Arrivals
    • Departures
    • Accommodations Booked
  3. Side menu: It includes additional settings to manage your Dashboard. Users can see:
2. Reservations
  1. Navigation tabs:
    • Arrivals: Shows all arrivals for today and tomorrow. The system displays the guest name, confirmation number, the room assigned, and the reservation status. 
    • Departures: Shows you all departures for today and tomorrow. The system displays the guest name, confirmation number, the room assigned, the reservation status and the remaining balance if any.
    • Stayovers: Shows your in-house guests and arrivals for today and tomorrow.
    • In-house guests: Lists all reservations and the number of adults/children that are currently staying at the property.
  • If you have Cloudbeds Payments or Stripe enabled as your payment processing and collect payments upfront, the Pending Payment tab will be also available to display a list all the reservations that have an incomplete payment (credit card only).
  • The system displays the guest's name, confirmation number, check-in date, and the amount of pending payment. Clicking the guest's name will redirect you to the reservation.
  • If your default method for taking payments from booking engine and OTAs is Do Nothing, I'll process payments at a later time, you'll not get Pending Payments results.
  1. Guests count: Total number of guests, adults and children in the corresponding reservation status tab
  2. Guests details:
    • Guest name
    • Confirmation number
    • Room
    • Status
  3. Print options: Print Confirmation, guest folio or registration card

A dash and a number behind the confirmation number, means that this guest has booked multiple accommodations under one reservation.

3. Today's Activity
  1. Sales: All reservations added today even if the check-in date is for the future. It will  list each guest reservation, the revenue that it's bringing in, their arrival date and the number of nights that they are staying at the property
  2. Cancellations: Any cancellations that happened today (even if the reservation is for a future date)
  3. Overbookings: If you have an overbooking, you can access the details here. By clicking on the hyperlink, the system will direct you to the calendar. Our goal here is to keep it zero.

The revenue under this section shows you the sum of the room rate only. It doesn't take in consideration any taxes or fees associated with your property

4. 14-Day Outlook
Accommodations Booked + Blocked
  1. Occupancy (%) of the selected period. To understand how this calculation works, refer to the section Frequently Asked Questions
  2. Revenue ($) on the selected period. This is calculated by the sum of room rates. It doesn't take into consideration any taxes or fees associated with your property
  3. Period (14-days: Select a different period, but no matter where you click on the calendar, it is pre-set to give you a 14-day outlook
Availability
  1. Occupancy (%) of the selected period. To understand how this calculation works, refer to the section Frequently Asked Questions
  2. Revenue ($) on the selected period. This is calculated by the sum of room rates. It doesn't take into consideration any taxes or fees associated with your property
  3. Period (14-days): Select a different period, but no matter where you click on the calendar, it is pre-set to give you a 14-day outlook
  4. Total number of rooms available per day
  5. Accommodations divided by category/room type

In the event a certain day has no availability, the number 0 will be highlighted.

Frequently asked questions

Is it possible to display checked out reservations on the departure list?

Yes! Since not all properties require this information, you must enable this option. Go to the Miscellaneous Preferences of the System section to enable the Show Check-outs in Departure List on Dashboard feature.

  • Guests will be ordered by reservation status in descending order
  • In-house guests will be listed above Checked out
How to hide dashboard revenue from certain users?

Disable users from viewing revenue on the Dashboard by following the steps below:

  1. Under User section, click on the Roles tab
  2. Click to edit the corresponding role
  3. Under Property privileges, click to disable the Revenue on Dashboard
  4. Click Save
How does the system calculate the occupancy percentage on 14-Day Outlook?

The occupancy percentage on the Dashboard is different from your calendar. The Dashboard is considering a 14-day outlook, while the calendar displays this information per day.

Calculation: the number of units sold during this period divided by the number of total units times 100, and then divided by 14 days.

Example: Your property has 23 units [private rooms and/or beds on shared dorms]

  • inventory: 23 units
  • units sold during the given period: 15

Calculation:

15 / 23 = 0.65

0.65 x 100 = 65.21

65.21 / 14 = 4.65

Why does the occupancy on Dashboard not match with my Occupancy Report?

If you try to replicate your dashboard revenue or the occupancy percentage on your Occupancy report, remember to filter for the exact same dates.

The revenue information should match but the occupancy percentage may be different. This is because the occupancy in the Dashboard counts rooms booked + calendar blocks, while the Occupancy Report counts rooms booked only.

Why the availability on the Dashboard does not reflect the data on the Calendar?
  1. Availability on the Dashboard is taken from the Amount Allotted For Sale on the Availability Matrix - The number of rooms or beds that can be sold, this number can be manually adjusted.
  2. The calendar shows the Remaining Inventory (the actual availability).
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