| Purpose | Open and review an existing Cloudbeds Insights dashboard, use Viewer mode, apply available filters, refresh results, subscribe, and export dashboard data without changing the saved dashboard structure. |
| Best for | Front Desk, Manager/GM, Admin, and Owner users who need to review and work with finished dashboards without changing how they are built. |
| Use this when | You need to open a saved dashboard, review its visualizations, change available filters temporarily, refresh results, subscribe to recurring delivery, or export dashboard data. |
| Requirements | Your role must have access to the reporting content you need to review. See Configure Cloudbeds Insights Viewer and Author Permissions if you need to confirm or change reporting access. |
| Expected result | You can review and interact with a finished dashboard using the controls available to your role without changing its saved structure. |
| Limitations | Viewer mode hides dashboard authoring and configuration controls. Filter changes made while reviewing a dashboard are temporary and reset when you navigate away. |
Introduction
Viewer mode provides a simplified way to review and interact with Cloudbeds Insights dashboards without changing how the dashboard is built. When Viewer mode is on, authoring areas such as Data Fields and visualization configuration controls are hidden while the finished dashboard remains available for review.
From a saved dashboard, you can also use the controls available to your role to refresh results, apply dashboard filters, subscribe to recurring delivery, and export dashboard data.
The updated Reporting and Cloudbeds Insights experience is rolling out in phases. The features described in this article may become available to some properties before others. During the transition, you can continue accessing reports in the previous experience, which is currently expected to remain available until early March 2027.
Table of contents
- Who this affects and how
- Before you begin
- Find and open a dashboard
- Use Viewer mode
- Use dashboard filters
- Review and refresh dashboard data
- Subscribe to a dashboard
- Export a dashboard
- Troubleshooting
Who this affects and how
The same dashboard can support different operational needs depending on the information you need to review.
| Role | What to know |
|---|---|
| Front Desk | Use available filters to focus dashboard information on the operational period or criteria you need. Filter changes are temporary and do not change the saved dashboard. See Use dashboard filters. |
| Manager/GM | Review multiple dashboard visualizations together, adjust available dashboard filters, and export or subscribe when the results need to be shared or reviewed later. |
| Admin | Confirm the user's reporting access when an expected dashboard or control is unavailable. See Troubleshooting. |
| Owner | Use Viewer mode to review finished dashboard results without opening dashboard authoring or configuration controls. See Use Viewer mode. |
Before you begin
The dashboards and controls available to you depend on the property's reporting access and your role permissions.
Viewer permission and Viewer mode are different:
- Viewer permission controls which reporting content a role can access.
- Viewer mode changes how an existing dashboard is displayed so you can focus on reviewing and interacting with the finished dashboard.
If you need to review or change reporting permissions, see Configure Cloudbeds Insights Viewer and Author Permissions.
Find and open a dashboard
Start from Reports and Dashboards to locate the saved dashboard you want to review.
- From the Main Menu
, select Reporting
- Open Reports and Dashboards.
- Select the dashboard you want to review.
Reporting navigation can vary while the updated Dashboards experience is rolling out. If your Reporting page does not match this path, see Cloudbeds Insights Dashboards Overview to identify the Reporting experience available to your property.
Use Viewer mode
Use Viewer when you want to focus on the finished dashboard without the Data Fields and editing controls.
When Viewer mode is on:
- Data Fields and dashboard authoring controls are hidden.
- Dashboard visualizations remain available for review.
- Available dashboard filters remain accessible.
- Save is hidden.
- The three-dot menu contains only Export.
Use the Viewer toggle at the top of the dashboard to switch Viewer mode on or off when that control is available to your role.
If your role provides viewing access but not the applicable Author permissions, dashboard authoring and configuration controls are not available. To review the permissions required to build or modify dashboards, see Configure Cloudbeds Insights Viewer and Author Permissions.
Use dashboard filters
Dashboard filters help you narrow the information you are reviewing without changing the saved dashboard structure.
Dashboard-level filters
Dashboard-level filters appear at the top of the dashboard when they have been configured by an author. Change an available filter when you want to apply the same selection across multiple applicable visualizations.
The selection applies to visualizations that use the corresponding filtered field. This means a dashboard-level filter does not necessarily change every table or chart on the page.
Date filters
When a date field has been configured as a dashboard-level filter, select it at the top of the dashboard to review the date options available for that field.
Available options can include a custom date or date range and relative presets such as Today, Yesterday, Current Week, Next Week, Last Week, or Next 7 Days. The selected value appears in the filter so you can confirm which period is currently applied.
For definitions and examples of available date options, see Glossary of Filter Terms and Date Presets.
Filter changes are temporary. Changing dashboard filters while reviewing a dashboard does not modify the saved dashboard. Your temporary filter selection resets when you navigate away.
Review and refresh dashboard data
A dashboard can contain multiple visualizations, such as tables and charts, that answer different reporting questions in the same workspace. Review the visualizations together and use the available dashboard filters to focus the results on the information you need.
Refresh the dashboard
Select the Refresh icon at the top of the dashboard when you want to retrieve the latest available dashboard results.
Refreshing updates the results shown in the dashboard. It does not change the Data Fields, visualizations, filters, or other saved dashboard configuration.
When the dashboard structure needs to change
If the dashboard needs different Data Fields, additional visualizations, different field placement, or other structural changes, a user with Cloudbeds Insights access and the applicable Author permissions must modify the dashboard using the dashboard authoring controls.
To build or modify a dashboard, see Create and Configure a Custom Dashboard in Cloudbeds Insights.
Subscribe to a dashboard
Saved dashboards can be scheduled for recurring email delivery. Select Subscribe when you need dashboard results delivered automatically instead of opening the dashboard manually each time.
The subscription workflow lets you configure the delivery frequency, property time, export view and format, link security, subject line, and recipients.
For the complete setup and management workflow, see Create and manage report subscriptions.
Export a dashboard
You can export dashboard data from both Author mode and Viewer mode. In Viewer mode, Export is the only option available in the dashboard's three-dot menu.
- Open the saved dashboard you want to export.
- Select the three-dot menu in the upper-right corner.
- Select Export.
- In the Export report window, select the export view that matches how you want to use the dashboard data.
- Select one of the file formats available for that export view.
- Select Export.
The available file formats depend on the export view you select:
| Export view | Use it for | Available formats |
|---|---|---|
| Formatted Report | Export the report with its report header, groupings, and filter settings included. | PDF, XLSX |
| Table | Export structured dashboard data formatted as a table in the selected file format. | CSV, JSON |
| Details only | Export detail rows only when you need the underlying rows for additional calculations or use in another system. | PDF, XLSX, CSV, JSON |
After you select an export view, open Format and choose one of the formats available for that view, then select Export.
The example below shows Formatted Report selected with PDF as the format.
Troubleshooting
Expand the scenario that matches what you are seeing. If you are not sure which scenario applies, expand all sections and search the page.
Looking for a specific issue? Expand all sections, then use Ctrl+F on Windows or Cmd+F on Mac to search the page.
I cannot find the dashboard I need
From the Main Menu , select Reporting
, then open Reports and Dashboards.
If your Reporting navigation looks different, review Cloudbeds Insights Dashboards Overview to identify the Reporting experience available to your property.
If the dashboard is still unavailable, your reporting access or role permissions may not include the required content. Review Configure Cloudbeds Insights Viewer and Author Permissions.
A dashboard filter does not change every visualization
Dashboard-level filters apply to visualizations that use the corresponding filtered field. A visualization that does not use that field may remain unchanged when the dashboard filter is updated.
My filter selection disappeared after I left the dashboard
This is expected. Filter changes made while reviewing a dashboard are temporary and do not modify the saved dashboard. The filter selection resets when you navigate away.
I do not see Data Fields or dashboard editing controls
First, check whether Viewer is switched on. Viewer mode hides Data Fields and dashboard authoring controls.
If Viewer mode is off and you still cannot edit the dashboard, creating or modifying dashboard structure requires Cloudbeds Insights access and the applicable Author permissions.
Review Configure Cloudbeds Insights Viewer and Author Permissions if you expected to have editing access.
I do not see the Export option
On a saved dashboard, open the three-dot menu in the upper-right corner. In Viewer mode, Export is the only option displayed in that menu.
Related articles
Now that you know how to review and interact with a finished dashboard, use these resources when you need to change the dashboard structure or learn more about dashboard behavior:
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