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.

Cloudbeds Insights is available for selected packages only. Contact our dedicated team for more information on each available package. Not yet a Cloudbeds customer? Access our Pricing Guide and schedule a demo.

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 Insights - 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.

By default, the property owner has access to Data Insight. Other users must be granted permission within Roles. Learn more: Roles and Permissions

  1. Click Menu
  2. Go to Reporting 'Cloudbeds Insights'

3. On the Home page, click Add

4. Report

If you can't see this option, it's probably because Cloudbeds Insights is not enabled for your account yet. Please contact our dedicated team for assistance enabling this additional feature.

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

The report type controls the scope of data available in the report.

Example: If you choose Financial as your report type, the fields and the filters available are related to financial data — whereas Guests will have guest-related fields and filters.

  1. Add a Report Name
  2. Tick the box Enable Period Comparison Mode if you'd like to compare month to date, year to date metrics in the report
  3. Add a Description (if desired)
  4. Click Create
DEMO - Karina's Hostel - Reports menu report report builder - Google Chrome
  1. Set up the Columns, Group Rows, Group Columns in the Table Outline and add Filters as needed

If you prefer to work with prefilled table outline and filters, check out our report templates: Cloudbeds Insights - Cloudbeds Reports

If there is a combination of data points or an equation you would like to see represented, you can create a Custom Cloudbeds Data Field (CDF) — once you have saved the report. Follow instructions here: Cloudbeds Insights -How to Create Custom Cloudbeds Data Fields (CDFs)

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 options.
  • 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:

  1. 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:

  1. You can remove the selected columns / rows or columns groups by clicking on the x icon.
  2. Drag and drop the fields to re-organize them.
  3. Drag and drop the columns to the right or left to re-organize them (only applicable when you do not have rows/columns grouped).
  1. 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.
DEMO - Karina's Hostel - Reports - Google Chrome
  1. 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.

You might not see the full report on screen — the report could contain thousands of entries and may slow down your system performance. To see the complete report, save the report and then export it.

  1. 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.
  2. Details: Turning ON the toggle will display a detailed list of records of the summarized table.
  3. 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.
  4. 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.
  5. Run: Manually run the report.
  6. Save report.
  1. Update the Report Name if needed,
  2. Select the folder to which the report will be saved.
  3. Type one or more tags inside the field. Every time you type a tag, end it with a comma (example: credit,).

Make sure the tag appears in blue — it means that it was successfully added to the field.

  1. Update the Description if needed.
  2. Click Save.

Saved Reports

Find and modify your saved reports in Cloudbeds Insights  - Saved Reports

Export

Reports can be exported from the system anytime. Follow the instructions: Cloudbeds Insights - How to Export Reports

Subscribe

Schedule when a report is run and sent to your inbox automatically at any time (daily, weekly, or monthly). Check out the article: Cloudbeds Insights - How to Add a New Subscription (Scheduling)

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