Build and configure a custom report in Cloudbeds Insights

Introduction

This guide focuses on the configuration work you do once a report is open in Builder. From there, you can select the fields the report uses, organize and group the data, apply filters, use comparison mode when applicable, adjust the table view, and map Property Custom Fields.

Before changing the configuration, be clear about the question the report should answer. Field selection and metric behavior depend on the type of data you need. The companion guide Choose fields and aggregations for a Cloudbeds Insights report will cover that decision-making in more detail.

Table of contents

• Configure report fields and grouping
• Use comparison mode when you need period comparisons
• Filter the report
• Control how report results are displayed
• Map Property Custom Fields
• Save configuration changes

Configure report fields and grouping

Use Table Outline to choose the fields included in the report and control whether the results are shown as detailed records, summarized into groups, or organized as a pivot-style table.

Understand the Table Outline areas

Configure the report structure from Table Outline:

1. Under Columns, click + Add.
2. Search for or browse to the field you need, then select it.
3. Optional: Under Group Rows, click + Add and select the dimension that should organize the results into row groups.
4. Optional: After configuring Group Rows, use Group Columns when you want grouped values displayed as individual columns in a pivot-style table.
5. Drag fields within Table Outline to change their order.
6. Click the X next to a field to remove it.

The example below shows Table Outline with existing fields, numerical metrics in blue, Group Rows and Group Columns areas, and the Columns field selector open.

Use comparison mode when you need period comparisons

Reports created with comparison mode include additional controls for comparing the same metric across different periods. Use comparison mode when your reporting question requires a period-over-period comparison.

For a complete example of configuring comparison periods and creating a calculated year-over-year result, see Create a year-over-year comparison formula in Cloudbeds Insights.

For definitions of fixed and rolling date presets, Month-to-Date, Year-to-Date, Custom Date Range, and other date options, see Glossary of Filter Terms and Date Presets.

Filter the report

Filters narrow the records included in the report. Keep the filter configuration focused on the question the report should answer, especially when multiple fields or date conditions are involved.

1. Open Filters.
2. Click Add rule, then select the field to filter.
3. Select the operator and value for the condition.
4. Optional: Open Advanced Rules when you need to combine multiple conditions.
5. Click Apply.

For detailed filter operators, Advanced Rules, and examples, see Filters Overview. For date preset definitions and fixed versus rolling ranges, see Glossary of Filter Terms and Date Presets.

Control how report results are displayed

After configuring the report fields and filters, use the report workspace controls to review the results and switch between summarized and detailed views. The numbered image in this section follows the controls from the top of the report workspace to the display options below the table.

1. Summary Information: Review the number of records and the summarized metrics available for the current report result.
2. Auto refresh: Keep this on when you want Cloudbeds Insights to refresh the report automatically as supported configuration changes are made.
3. Run: Run the report manually using the current configuration.
4. Totals: Show or hide the grand totals for the report.
5. Subtotals: Show or hide summary totals for grouped values when subtotals are available.
6. Details: Show or hide the individual records behind summarized results.
7. Transpose: Switch the table orientation when the report configuration supports it.

The image below shows the main result and display controls in the same report workspace.

Sort report results

Open the column menu for an applicable field to change how that field is used in the report. The available options help you reorder results, move a field into a grouping area, or remove it from the table.

• Sort Ascending: Sorts the selected field from lowest to highest, earliest to latest, or A to Z, depending on the field type.
• Sort Descending: Sorts the selected field from highest to lowest, latest to earliest, or Z to A, depending on the field type.
• Group Rows by this Field: Moves the selected field into Group Rows so report results are summarized by that field.
• Group Columns by this Field: Uses the selected field as a Group Columns field for a pivot-style layout.
• Remove Column: Removes the selected field from the report table.

When a field is sorted, an arrow in the column header shows which field is controlling the sort and its direction. The example below shows how to open the field menu and apply sorting in both a detailed table and grouped report results.

Show or hide detailed records

Turn on Details when you need to inspect the individual records behind grouped results. When grouping is active, Subtotals can show a subtotal for each grouped value.

With Details turned off, the report remains summarized by the configured grouping.

With Details turned on, the report expands to show the individual records behind the grouped results.

Understand report preview and large-result notices

Some report states display notices when the table is showing only a preview or when the result set is too large to display fully on screen.

A preview notice indicates that the on-screen table is showing a limited preview. Run the report to request the full report result.

When a result set is too large to display fully in the table, Cloudbeds Insights can prompt you to narrow the report with filters or export the data instead.

Map Property Custom Fields

If the information you need is stored in a Property Custom Field, you can map that field into the report and then use it like another available report field. This workflow is optional and applies only when the report needs data from a Property Custom Field.

Map the field from the same field selector you use when adding Columns, Group Rows, or Group Columns:

1. Open Table Outline.
2. Click + Add under Columns, Group Rows, or Group Columns.
3. In the field selector, locate Custom fields and click Map....
4. Click + Add.
5. Enter a name for the report field and select the Property Custom Field to map.
6. Click Map.
7. Return to the field selector and select the mapped field to add it to the report.

The first image shows where to open the field selector and start mapping a Property Custom Field.

The next image shows how to create the mapping by adding a custom field name, selecting the source Property Custom Field, and clicking Map.

For information about creating and managing Property Custom Fields in Cloudbeds PMS, see Custom Fields - Everything you need to know.

Save configuration changes

Save the report after you finish configuring its fields, groupings, filters, comparison settings when applicable, or display settings.

1. Click Save.
2. Review the report details in the Save window if needed.
3. Click Save to keep the changes.

Use Save in the report header to keep the current configuration.

Report naming, folders, tags, sharing, exporting, and other lifecycle tasks are covered in Create and manage reports with Cloudbeds Insights.

Related articles

Once you are comfortable configuring the report itself, these resources provide deeper guidance for report structure and calculations:

• How to add columns and rows in the table outline on your reports
• How to create formulated Cloudbeds Data Fields (CDFs)