How to create your own reports

Cloudbeds Insights allows you to create your own reports by including the columns you want and saving the reports for easy access.

Quickly create a report using one of the prebuilt Cloudbeds Reports, or build your own from scratch.

Option 1: Use a template (Cloudbeds Reports)

If you're not sure where to start, you can check out our Cloudbeds Reports. These reports have preselected columns and filters and can be used as "templates" by making a copy and customizing it based on your property needs.

Learn more: Cloudbeds Reports

Option 2: Create from scratch

Build your own report and get the exact data you need. Fields, filter logic, summarization levels, sorting, and columns can all be configured to meet your preferences.

1. Click Menu
2. Go to Reporting 'Cloudbeds Insights'
3. On the Home page, click Add
4. Report

5. Select the Report Type from the dropdown:
   • Financial Transactions
   • Guests
   • Reservations
   • Occupancy
   • Payment
   • Invoices

6. Add a Report Name
7. Tick the box Enable Comparison Mode. After selecting the desired comparison type, you can choose the data field to base your comparison. Please note that the available data fields will be limited by the type of comparison you select:
   - Periods: Allows selection of date-based fields (e.g., Booking Date).
   - Ranges: Allows selection of metric-based fields (e.g., Room Rate).
   - Advanced Mode: Allows for a combination of both date-based and metric fields.
8. Add a Description (if desired)
9. Click Create

There are two types of data available for reports:

• Metrics: Numeric data that can be summed, counted, or averaged. These appear in Blue and are marked by a hashtag (#) icon. Any metric field can be sorted in multiple ways. Click on the metric, and select how you would like it sorted — you can select one or more than one option.
• Dimensions: Non-numeric data such as word input fields. These appear in gray and are marked by an abc icon.

Learn more about each function and see the example here:

• • How to add columns and rows in the table outline on your reports
  • Filters Overview

11. If you previously enabled the Period Comparison Mode, you may select which data field to compare between periods (day, month to day, year to day). Click Apply.

Once you finish creating your report:

12. You can remove the selected columns / rows or columns groups by clicking on the x icon.
13. Drag and drop the fields to re-organize them.
14. Drag and drop the columns to the right or left to re-organize them (only applicable when you do not have rows/columns grouped).

15. Sort the results - applicable in the detailed view and with columns only. You can toggle between ascending and descending by clicking on the triangles in the headers.

16. Summary Information: In the summary, the metrics are calculated based on the entire results, but only a portion of the data is provided on the screen.

17. Totals: Turning ON the toggle will calculate the group rows fields and give you the subtotal of the metrics at the bottom of the table.
18. Details: Turning ON the toggle will display a detailed list of records of the summarized table.
19. Transpose: Clicking the button to rotate the data from the rows to the column and vice versa. Transpose is available for the summary view when there is at least 1 grouped row and the Details toggle is off.
20. Auto-refresh: If switched ON, the report will automatically refresh whenever you make any change to the configuration. Switch OFF if you want to make multiple changes and run the report manually.
21. Run: Manually run the report.
22. Save report.

23. Update the Report Name if needed,
24. Select the folder to which the report will be saved.
25. Type one or more tags inside the field. Every time you type a tag, end it with a comma (example: credit,).

26. Update the Description if needed.
27. Click Save.

Reports with Property’s Custom Fields

Besides using the existing CDFs and any new Formulated CDFs, you can also create reports with your property’s Custom Fields.

The difference between the Formulated CDFs and your Custom Fields is that the first are customized fields you create in your Report Builder, while the second are part of the Reservation and Guest features. Learn more about Custom Fields here.

Here are the steps to add the Custom Fields to your reports:

1. Go to Saved Reports.

2. Click on +Add in the columns, group rows, or group columns sections in the Table Outline.
3. The system will show a Custom Fields section. Click on Map…

4. Click +Add to view all your custom fields, map them, and name the desired custom field in the report.
5. Click on Map to continue.

6. Add this new CDF to your reports as a new column, new group by row, or new group by column.

Other important actions