Reporting and Cloudbeds Insights frequently asked questions

All properties access reports from the Reporting area. The main difference is what you can do after opening a report.

Reporting lets you review the available pre-built reports. Cloudbeds Insights adds tools for customizing and analyzing reporting data in greater detail.

Depending on the report and your access, Cloudbeds Insights can include capabilities such as:

• Save As to create a customized copy of a report.
• Adding or removing Cloudbeds Data Fields (CDFs) in Table Outline.
• Reorganizing columns, rows, and groupings.
• Creating or editing grouping structures.
• Adding, removing, or changing filter conditions and operators.
• Using currency conversion in Financial datasets.
• Opening linked records, such as reservations, directly from supported report results.
• Exporting multi-property datasets for supported Organization accounts.
• Saving reports in folders and adding tags.
• Sharing or cloning supported custom reports across properties in an Organization.
• Scheduling report delivery through Subscriptions.

Changes made while viewing a report are temporary unless you save a separate customized report. To return to the original report state, refresh the page or close and reopen the report.

No. A saved report is an independent copy of the report configuration that existed when the copy was created. Later changes to the original report do not automatically change the saved copy.

When Select filter(s) is turned on, each filter row displays a checkbox. The checkbox determines whether that individual filter is enforced.

• Checked: The filter is applied, and only records that meet its condition are returned.
• Unchecked: The filter is ignored when the report runs.

The Filters panel below shows Select filter(s) enabled and the checkboxes used to choose which filter conditions are active:

The filter operator controls which values the filter returns. If you need a filter to include every value, including blank values, select All when that operator is available:

Reservation-specific filters, including Reservation Status, Reservation Source, and Reservation Source Category, apply to records that have reservation data. Applying these filters can therefore exclude activity that is not associated with a reservation, such as:

• POS and food and beverage items.
• Add-ons not tied to reservations.
• Payments without a reservation.
• Adjustments.
• House account activity.

This can cause Cloudbeds Insights totals to differ from reports that include all transaction activity for the selected period, such as the Daily Revenue Report.

The Total Revenue by Month by Room Type report helps you compare room revenue across room types and reporting periods. After opening the report, you can use filters to control which records are included and Table Outline to change how those results are grouped.

Open the report

1. From the Main Menu , click Reporting
2. Under Cloudbeds Reports, select Revenue.
3. Find Total Revenue by Month by Room Type and open the report.

The Revenue folder lists the report under its report title:

Review the default report structure

Once the report opens, review how its results are organized before changing the filters or grouping. The report uses Service Date, which represents the stay date, to organize revenue over time.

In Table Outline, Service Date is under Group Rows, and Room Type is under Group Columns. These settings determine how the revenue results are arranged in the table and chart.

Choose the property

If you have access to more than one property, use the Filters panel to choose which property the report should analyze:

1. Open the Filters panel.
2. Open the Properties selector and choose the property you want to include.

The numbered controls below show where to open Filters and select the property:

Filter the report to a specific period

After choosing the property, use Service Date conditions to narrow the report to the period you want to analyze. The example below returns dates after September 1, 2025 and before October 1, 2025.

1. Open the Filters panel.
2. Turn on Select filter(s) so you can choose which filter conditions are active.
3. Add or update the two Service Date conditions:
   • Service Date greater than 2025-09-01
   • Service Date less than 2025-10-01
4. Make sure the checkboxes beside both Service Date conditions are selected.
5. Click Apply to apply the selected filters.
6. Click Run to refresh the report with the updated filter settings.

The numbered example below shows the complete sequence from opening Filters through running the updated report:

See the selected period day by day

Filtering changes which records are included, but it does not by itself change how the dates are grouped. If you want to analyze the selected period one day at a time, change the Service Date grouping from its current grouping to Day.

1. Open Table Outline.
2. Under Group Rows, select Service Date.
3. In Group dates by, select Day.
4. Click Run to refresh the report with daily grouping.

The numbered example below shows where to change Service Date to Day and run the report again:

In Reporting, some reports, including Rooms Sold/Occupancy and Production, preserve the historical names associated with room types. If a room type was renamed, the filter can therefore show both its previous name and its current name.

Reservations and stays created before the rename remain associated with the historical room type name, while later activity uses the updated name. Keeping both values available allows historical reporting to reflect the name that applied at the time.

If the reporting period covers dates before and after the rename, select all historical names for that room type when you need the complete dataset.

The Room types filter below shows historical names that can represent the same accommodation type at different points in time:

Confirm whether the room type was renamed

The Activity Log records room type modifications and can help you confirm when a name changed.

1. From the Account Menu , go to Logs > Activity Log.
2. In the Filter area, open Change Made and select ROOM TYPE MODIFIED.
3. Click APPLY.
4. Review the matching entries for a room type name change and the corresponding date, time, and user.

The example below shows the Activity Log filtered to ROOM TYPE MODIFIED and a room type name change in the results:

For additional report-specific behavior, see the Rooms Sold/Occupancy Report.

No. IP-based restrictions are not supported for shared report links. Access is controlled through Cloudbeds login requirements and the user's applicable role permissions.

No. External email addresses can be added as report subscription recipients without an email opt-in verification step.

If the report should only be downloadable by authenticated Cloudbeds users, enable the optional Require Cloudbeds login setting for the subscription.

No. XLSX exports contain the report's resulting data and columns, not the underlying report formulas.

The report remains available in the Reports area after the creator is deactivated.

No. Report viewer access includes the ability to export reports.

No. Reports are available at the property level rather than being private to the individual user who created them. Users who have the applicable access to that property can access its reports.