How to Subscribe to Stock Reports

At Cloudbeds, we want to ensure you have the data you need exactly when you need it. Subscriptions allow you to have pre-made Insights reports delivered automatically to your email inbox on a schedule that works for you.

Previously, this feature was only available to paying Insights customers. Now, even if you don't use the full Report Builder, you can still automate your reporting workflow using our "stock" (pre-made) reports.

Why use Subscriptions?

• Automated Delivery: Receive your property's data via email daily, weekly, or monthly without having to log in and export manually.
• Centralized Data: You can bundle up to 15 different reports into a single subscription, delivered in one Excel file.
• Team Collaboration: Send reports directly to stakeholders or managers by adding multiple email recipients.

How to Create a Subscription

You can manage your subscriptions directly from the Insights Home page or the Subscriptions module.

1. Navigate to Insights: 
   • Click Menu , go to Reporting , and select Cloudbeds Insights.
2. Access the Subscription Tool:
   • Click the Subscribe button on the top right of the Insights Home page.
   • OR select the Subscriptions tab in the left-hand sidebar and click Add Subscription.

3. Select Your Reports: 
   • Search for and select the pre-made report you want to receive.
   • Click Add Cloudbeds Report to add more reports. You can have up to 15 different reports in a single subscription.
4. Set the Cadence: Choose your Frequency (Daily, Weekly, or First Day of the Month), and the specific Property Time you want the email to be sent.  An email will be sent within a 30-minute time window, starting at this time.
5. Configure Export Options:
   • Select your Export View: 
     • Formatted Report: Export the report, including the report header, groupings, and filter settings.
     • Table: Structured report data formatted as a table with selected format.
     • Details only: Export detail rows only. You can use this to do further calculations, or for uploading to other systems.
   • Choose your Format: Options include xlsx, csv, or JSON (depending on the view selected).
6. Download Security: Choose whether the recipient must log in to Cloudbeds to download the report or if "Anyone with the link" can access it.
7. Recipients: Enter the email subject line and the email addresses of the people who should receive the report.
8. Save: Click Save to activate your subscription.

Managing Your Subscriptions

Once you click Save, you can view and manage all of your active subscriptions within the Subscriptions tab in the Insights left-hand sidebar. This table provides a high-level overview of your automated reports, including the Subscription ID, the specific reports included, recipients, delivery frequency, and the upcoming delivery date.

To make any changes, click the three-dot menu on the far right of the subscription row:

• Edit: Reopen the configuration window to adjust reports, frequency, or recipients.
• Delete: Permanently remove the subscription and stop all future automated emails.

Important Limitations

While this feature adds a lot of power to your reporting, there are a few things to keep in mind:

• Subscription Limits: Non-paying Cloudbeds Insights customers can have a maximum of 10 active subscriptions.
• Report Limits: Each individual subscription can contain up to 15 reports.
• "As-Is" Reporting: Subscriptions are for the pre-set filters on the stock reports. If you change filters on a report in the UI, those changes will not be reflected in the automated subscription.
• Report Types: Non-paying customers can only subscribe to Cloudbeds Stock Reports (not custom-built reports or Classic reports).