Cloudbeds Insights Dashboards FAQ

Properties can temporarily use different Reporting navigation while the Dashboards rollout is in progress.

Reporting navigation and Cloudbeds Insights access are separate. This means two properties with similar product access can display different Reporting tabs, and two properties using the same navigation can still show different controls.

Review Cloudbeds Insights Dashboards Overview to compare the updated and previous Reporting layouts.

Creating or modifying custom dashboards requires Cloudbeds Insights for the property and the applicable Author permissions for the user's role.

Having the updated Reporting navigation or Viewer permissions does not automatically provide dashboard creation or editing capabilities.

For example, a role with Financial Viewer can review reporting content that uses Financial data. To create or modify custom reporting content with those Financial Data Fields, the property must have Cloudbeds Insights and the role must also have Financial Author.

For the full Viewer and Author permission workflow, see Configure Cloudbeds Insights Viewer and Author Permissions.

Data Fields are organized into folders, but the folder name does not always match the name of its controlling permission.

For example:

• Guest, Guest Profile, and Primary Guest are controlled by Guests Viewer.
• Reservation and Room Reservation are controlled by Reservations Viewer.
• Fiscal Documents are controlled by Invoices Viewer.
• Payments and Payouts are controlled by Payments Viewer.

When the user needs to create or modify reporting content, the corresponding Author permission also controls whether those Data Fields are available for authoring.

Use the complete permission-to-Data-Field mapping to identify the exact Viewer and Author permissions for each folder.

The Data Fields panel shows the fields the user's role is allowed to use for authoring.

First, identify the Data Fields folder containing the information you expect to use. Then confirm that the role has the required Viewer and Author permissions for that data.

For example, if fields in Guest Profile are missing, confirm Guests Viewer and Guests Author. There is no separate Guest Profile permission.

A dashboard can already contain a visualization that uses fields outside the user's Author access. The visualization can still be available to view when the user has the necessary Viewer access, but the restricted fields are not available to that user for editing.

See Configure Cloudbeds Insights Viewer and Author Permissions for the complete mapping and configuration steps.

Bed Occupancy fields have an additional permission dependency. Fields such as Bed Capacity, Bed Occupancy, and Adjusted Bed Occupancy appear inside the Occupancy Data Fields folder.

To view Bed Occupancy data, the role needs both:

• Occupancy Viewer
• Bed Occupancy Viewer

To create or edit reporting content with those fields, the role also needs Occupancy Author and Bed Occupancy Author.

If Bed Occupancy Viewer is not available in the role, the related feature is not available to the property and those Data Fields are not shown.

Review the Bed Occupancy permission requirements and complete Data Field mapping for more information.

One dashboard can contain visualizations that use different types of reporting data. Access is evaluated based on the data used by each visualization.

For example, a dashboard could contain one visualization using Reservation data and another using Financial data. A user with Reservations Viewer but without Financial Viewer may be able to open the dashboard and see the Reservation visualization while the Financial visualization remains unavailable.

If a visualization is unavailable, identify the Data Fields it uses and compare them with the Viewer permissions assigned to the user's role.

The permission guide includes the full mapping between Viewer permissions and Dashboard Data Fields.

Some reporting permissions and Data Fields are available only when the related feature is available to the property.

For example, Groups and Events Viewer and the Groups and Events Data Fields are only available when Groups and Events is available to that property.

When the related feature is not available, its corresponding Data Fields are not shown. Reports or visualizations that rely only on that data are also unavailable.

A dashboard that combines different types of data can still open and display other visualizations the user is allowed to access.

See Configure Cloudbeds Insights Viewer and Author Permissions to review feature-dependent permissions and their related Data Fields.

In the updated dashboard creation experience, you no longer select a dataset before you begin building.

Available fields are organized in the Data Fields panel, so you can start from the fields available to you without first choosing a separate dataset.

The updated Reporting experience can be introduced to properties with or without Cloudbeds Insights.

Cloudbeds Insights determines which advanced reporting capabilities are available, not whether the property receives the updated Reporting navigation.

Properties with Cloudbeds Insights and the applicable Author permissions can create or modify custom reports and dashboards. Properties without Cloudbeds Insights can still use the Reporting capabilities available to their account and permissions.

To learn more about Cloudbeds Insights, see Cloudbeds Insights overview.

Eligible existing reports are intended to migrate automatically into the updated experience, so users generally should not need to rebuild them as part of the migration.

Existing report links and saved configurations, including filters, are expected to be preserved for reports included in the migration. Migration validation is part of the phased rollout process.

After migration, however, the version that remains in the previous Reporting area and the migrated version in Reports and Dashboards should be treated as separate. Changes made to one version do not automatically update the other.

No. Some legacy custom reports are deliberately excluded from migration.

Custom reports based on the legacy Invoice dataset are not migrated because that legacy dataset is being retired as customers move to the newer fiscal data experience.

If the report opens in the updated Reporting experience, it has been migrated.

The updated experience uses navigation such as Home, Reports and Dashboards, and Subscriptions.

In the example below, the updated Reporting navigation is highlighted in orange. The previous Reporting tabs remain visible to the right during the transition.

For a complete comparison of the updated and previous Reporting layouts, see Cloudbeds Insights Dashboards Overview.

No. After a report has been migrated, the version in the previous Reporting tabs and the migrated version in Reports and Dashboards are separate.

For example, if you open and edit a report from the previous Reporting area, such as Cloudbeds Reports, Reports, or Hubs, those changes do not update the migrated version available under Reports and Dashboards.

The reverse is also true. Changes made to the migrated report in Reports and Dashboards do not update the version that remains in the previous Reporting area.

In the example below, the updated Reporting navigation is highlighted in orange. The tabs to the right belong to the previous Reporting experience that remains available during the transition.

For reports included in the migration, no. Eligible reports are migrated into the updated experience and become available through Reports and Dashboards, so you do not need to recreate them manually.

The version that remains in the previous Reporting area is separate. If you continue editing that version after migration, those changes will not appear in the migrated report under Reports and Dashboards.

Some legacy custom reports are not included in migration. See Are all existing custom reports migrated? above for the currently documented exception.

Existing favorites and subscriptions are preserved during migration and point to the migrated reporting content in the updated experience.

Favorites: Reports and dashboards marked with the star icon appear on the Home page in the updated Reporting experience.

Subscriptions: Existing subscriptions remain available through Subscriptions and continue to point to the migrated reporting content.

For instructions on creating and managing subscriptions, see Create and manage report subscriptions.

Yes. Multi-property reports keep their selected properties when they are migrated to the updated experience.

The updated Dashboards experience is being introduced in phases, so not every property receives the updated experience at the same time.

During the transition, some properties may continue to use the previous Reporting experience while others show the updated navigation and Dashboards.

The previous Reporting experience is currently expected to remain available until early March 2027.

This timing is part of the phased rollout and may be updated as the migration progresses.

Some differences can be expected because the updated experience includes improvements to how reservation and room-reservation data are aggregated.

Before treating a difference as an error, confirm whether the visualization uses reservation-level fields or operational, stay-date fields. These fields answer different reporting questions and can legitimately produce different totals.

Also confirm the Data Fields, aggregations, date fields, and filters used in each report before comparing the results.

For field and aggregation guidance, see Choose Data Fields and aggregations for a Cloudbeds Insights dashboard. If the difference may be related to when a stay or transaction is recorded, see Understand Stay Date, Service Date, Business Date, and Transaction Date in Cloudbeds Reports.

Occupancy and Financial reporting can use different dates to answer different questions.

• Stay Date shows when the guest stayed and is used for property-performance reporting, such as occupancy, ADR, RevPAR, and room revenue by night.
• Business Date shows the accounting day in which a transaction was posted. Once a business day is closed, its financial totals do not change.

For example, a room charge can belong to a stay on June 9 but be posted on June 15. Occupancy reporting can attribute that revenue to the June 9 Stay Date, while Financial reporting using Business Date records the transaction on June 15.

Both results can be correct. They are showing the same activity from different reporting perspectives.

Service Date and Transaction Date/Time provide additional context about which day a charge belongs to and when it was actually recorded. For the complete explanation, examples, and troubleshooting steps, see Understand Stay Date, Service Date, Business Date, and Transaction Date in Cloudbeds Reports.

Reservation reporting counts information at the reservation or room-reservation level. Use it for questions about the reservation itself, such as reservation guest count or total revenue for the reservation.

Operational reporting uses Stay Date for daily operational questions, such as occupancy, room revenue by night, or guest nights.

Because these fields use different reporting levels, comparing them directly can produce different totals without indicating incorrect reporting.

For detailed examples about reporting levels and aggregations, see Choose Data Fields and aggregations for a Cloudbeds Insights dashboard. If you are comparing operational results with financial activity, review the report date definitions and examples as well.

The updated experience includes improvements to the way reservation and room-reservation data are aggregated.

Data is intended to return at the appropriate level of detail, helping reduce duplicate rows and incorrect totals that could occur when combining fields at different reporting levels.

If totals still appear unexpected, confirm the Data Fields and aggregations used with Choose Data Fields and aggregations for a Cloudbeds Insights dashboard.

Yes. Period comparisons are supported in the updated reporting experience.