Create and manage report subscriptions

Introduction

Report subscriptions automate the recurring delivery of property data. Instead of opening Reporting and exporting the same reports each time they are needed, you can configure which reports to send, when to send them, which file format to use, who should receive them, and how recipients can access the download.

The reports available for a subscription depend on your reporting experience and data access.

• Reporting users can subscribe to eligible Cloudbeds Reports.
• Cloudbeds Insights users can also subscribe to reports created, copied, and saved by themselves or by other users when they have access to open those reports.

Use this article when you need to create a new recurring delivery or manage an existing one. It explains the available creation paths, report selection and export rules, delivery settings, download security, and how saved report configurations affect future subscription emails.

Table of contents

• Compare subscription access and limits
• Create a report subscription
• Select reports and export options
• Configure delivery and download access
• Manage report subscriptions
• Understand which report settings a subscription uses
• Related articles

Compare subscription access and limits

Reporting and Cloudbeds Insights users create and manage subscriptions from the same Reporting area, but the reports they can include and the number of active subscriptions they can maintain are different. Use this comparison to confirm which rules apply to your account before starting the setup.

The reports available in the subscription search results depend on the data your role can access. If a report includes data you are not permitted to view, it will not appear as an option when you create the subscription. This rule also applies to reports created by other users: a Viewer can subscribe to one of these reports when they can open it and access the data it contains.

If an expected report does not appear, ask a property owner or admin to review your assigned role and its privileges. For instructions on reviewing or updating role access, see Add, edit or delete roles.

Once the report is available and you can open it, continue to the next section to create the subscription.

Create a report subscription

Users who need a new recurring report delivery can begin from one of three locations in Reporting. The best path depends on where you are working: use Home or Subscriptions when building a subscription with one or more reports, or begin from an open report when the report supports the Subscribe action.

1. Open the Main Menu
2. Select Reporting
3. Start the subscription using one of these paths:
   • From Home, click Subscribe.
   • Open Subscriptions, and then click Add Subscription.
   • Open an eligible report, and then click Subscribe.

From Home, use the Subscribe button in the upper-right corner. The Subscriptions tab provides the other main entry point for creating and managing subscriptions.

When an open report supports subscriptions, the Subscribe button appears with the report actions in the upper-right corner.

Select reports and export options

After opening the subscription form, users select the reports that should be delivered together and choose how the resulting data should be formatted. This part of the workflow applies whether the subscription was started from Home, the Subscriptions page, or an eligible open report.

1. Open the Main Menu
2. Select Reporting
3. Open Subscriptions.
4. Click Add Subscription.
5. Enter a report title in the report search field.
6. Review the search results. Results may be labeled Report or Cloudbeds Report.
7. Select the report, and then click Add.
8. Repeat the search and selection process for each additional report you want to include.

Each subscription can contain up to 15 reports. The search only returns reports the current user can access.

In the subscription form, the selected reports appear below the search field. Each item displays its report type, while the single Add button opens the report search and selection workflow.

Choose an export view and format

The export view controls how much report structure is included in the delivered file. Choose the view based on how recipients will use the data, such as reviewing a presentation-ready report, working with a structured table, or performing calculations with detail rows.

Understand mixed-report export behavior

Users with Cloudbeds Insights may include both Report and Cloudbeds Report items in the same subscription. When report types are mixed, Cloudbeds adjusts the export settings so all selected reports can be delivered together in one compatible file.

• When the subscription contains only Report items or only Cloudbeds Report items, all compatible export views and formats remain available.
• When the subscription contains both Report and Cloudbeds Report items, Formatted Report is selected automatically and Excel is the only available format.

In a mixed subscription, the notice appears at the top of the form. Formatted Report remains selected, while incompatible export views, such as Table, are unavailable.

Configure delivery and download access

After the report selection and export settings are complete, the user defines when the subscription runs, who receives the email, and whether the download link requires Cloudbeds authentication. Use these settings to match the delivery to the property's operational schedule and the sensitivity of the report data.

1. Open the Main Menu
2. Select Reporting
3. Open Subscriptions.
4. Click Add Subscription, or open an existing subscription and click Edit.
5. After selecting the desired reports, select a Frequency:
   • Daily
   • Weekly
   • First day of the month
6. For a weekly subscription, select one or more days of the week.
7. Select the delivery time.
8. After choosing the export view, choose the download security option:
   • Require the recipient to log in to Cloudbeds before downloading the reports.
   • Allow anyone with the link to download the reports.
9. Enter the email subject.
10. Add each recipient's email address.
11. Review the configuration, and then click Save.

If the property's configured time zone changes, the subscription keeps the selected local delivery time according to the new time zone. For example, a subscription configured for 8:00 AM continues to run at 8:00 AM in the property's newly configured time zone.

After the subscription is saved, Cloudbeds continues sending it at the selected frequency until a user deletes it. The limits of 10 or 15 apply to the number of active subscriptions and reports included, not to the number of times a subscription can be delivered.

From the Subscriptions page, use Add subscription to create a new delivery. To change an existing delivery, open its three-dot menu and select Edit.

The lower part of the subscription form contains the schedule, export, security, email, and recipient settings. The numbered markers correspond to the related steps above.

Manage report subscriptions

Property teams can use the Subscriptions page to review all active report deliveries in one place. Open this page when you need to verify the next delivery, change included reports or recipients, adjust the schedule, or stop a subscription that is no longer needed.

1. Open the Main Menu
2. Select Reporting
3. Open Subscriptions.

The subscription list provides an overview of each schedule, including its identifier, included reports, recipients, delivery frequency, and upcoming delivery.

Open the three-dot menu for a subscription, and then select:

• Edit: Reopen the subscription form to change the reports, export settings, delivery schedule, security option, subject, or recipients.
• Delete: Permanently remove the subscription and stop future deliveries.

The subscription table shows the reports, recipients, frequency, format, and upcoming delivery date. Use the three-dot menu at the end of a row to open the available management actions.

Understand which report settings a subscription uses

The settings included in each subscription delivery depend on the type of report selected. A Cloudbeds Report uses its predefined filters, while a report created or copied by a user uses the configuration saved with that report.

Review the differences below before saving the subscription, especially when recipients expect specific filters, groupings, columns, or detail levels in every delivery.

Related articles

Now that you understand how report subscriptions work, review these resources to learn more about available reports and Cloudbeds Insights report management:

• Cloudbeds Insights - Everything You Need to Know
• How to Create Your Own Reports
• Saved Reports
• Cloudbeds Stock Reports: Hotel Reporting for Operational, Financial, Revenue & Occupancy Analysis