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.

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

10. 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 outlines and filters, check out our report templates: Cloudbeds Reports.

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 displays grand totals at the bottom of the table.
18. Subtotals: Turning ON the toggle displays summary totals for each grouped value (when available).
19. Details: Turning ON the toggle will display a detailed list of records for the summarized table.
20. Transpose: Turning ON rotates the data from rows to columns and vice versa. Transpose is available for the summary view when there is at least 1 grouped row and the Details toggle is OFF.
21. 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.
22. Run: Manually run the report.
23. Save the report.

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

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

Use the Contains operator and Advanced Rules for flexible text filtering

You can use the Contains operator in filters to match partial text values. For example, filtering for Expedia can also match values such as Expedia Mobile.

You can also combine rules with Advanced Rules, such as Match any or Match all, to avoid creating a separate rule for every sub-source.

Use Custom Date for more precise Booking Date Time filtering

When filtering by Booking Date Time, you can use Custom Date to set a more precise time range. This allows you to select the date as well as the hour, minute, and second for more detailed analysis.

If there is a combination of data points or an equation you would like to see represented, you can create a Formulated Cloudbeds Data Field (CDF) — once you have saved the report. 

Follow the instructions here: How to create formulated Cloudbeds Data Fields (CDFs).

Filters apply to the entire report dataset. This means that if a row is filtered out, that row is removed before you review the final report output.

Keep these behaviors in mind:

• Filters remove rows from the report.
• Grouping aggregates the remaining rows.
• Multi-level attributes can duplicate rows based on the level where the data exists. This duplication behavior applies only to the Reservations dataset.
• If you see a banner indicating that only a limited number of records are being displayed (for example, preview mode or row-limit messages), the report output does not include all available data.

If you want to validate a specific result, run the report in both ways:

1. Filter the original field directly.
2. Filter the formulated Cloudbeds Data Field (CDF).

Then compare the results to confirm how the formula and filter combination behaves in that report.

Formulated Cloudbeds Data Fields (CDFs) can behave differently in Pivot Tables depending on how the math is applied.

Row-level calculation

The system calculates the formula for each individual row first. After that, the Pivot Table sums or averages those row-level results.

This can create a sum of averages effect.

Aggregation-level calculation

The system totals the raw values first, then applies the formula to those totals.

This creates an average of sums result, which is the standard approach for metrics such as ADR or RevPAR across a date range.

If your totals look different than expected, review whether the formula is being interpreted at the row level or after aggregation.

In this example, the report is configured to show how a formulated calculation behaves in a Pivot Table summary. First, a formulated column called Average Revenue per Night is saved using the formula [Room Revenue Total] / [Room Nights]. Next, that formulated column is added to the report together with Room Revenue Total and Room Nights. The data is then grouped by Check-in Date using the Month interval, which creates the Pivot Table summary. Finally, the table display settings are adjusted by enabling Totals and Subtotals and turning Details off so the summarized results are easier to review.

Saved Reports support drill-down into summarized results.

To view the records behind a summarized or pivoted value:

1. Turn on the Details toggle.
2. Review the detailed list of records shown behind the summarized result.

If you need the full detailed dataset, save the report and export it using one of these formats:

• Details Only
• XLSX
• CSV
• JSON

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.

The last saved version becomes active. You can track updates in the Last Modified column.

Yes, but not as a built-in dimension.

To group by lead-time buckets, create a formulated Cloudbeds Data Field (CDF) that:

1. calculates the lead time, and
2. returns a bucket label, such as 0-7 days, 8-30 days, or 31+ days.

In this example, the process begins by creating a Formulated CDF. From the Table Outline, go to the Formulated CDF section and click + Add. Then enter the field name, description, and select Row-level formula (Case) as the type to create a new field called Lead Time Bucket. 

Then add that formulated Cloudbeds Data Field (CDF) to Table Outline > Group Rows.

Why group by lead-time? 

In hospitality, Lead Time (the number of days between the booking date and the arrival date) is the "heartbeat" of your revenue strategy. Without grouping this data, you might see that your ADR (Average Daily Rate) is $200, but you won't know who paid it or when they booked it. 

The Revenue Manager’s Scenario:

Imagine Sarah, a Revenue Manager, notices her hotel is 90% full for next weekend, but her Total Revenue is lower than last year. By grouping her report into Lead-Time Buckets, she discovers: 

• 0–7 Days: 70% of her bookings are coming in at the last minute. 
• 31+ Days: Almost no one is booking in advance. 

The Insight: Sarah realizes she is priced too low for last-minute "distressed" travelers and doesn't have enough "Early Bird" incentives to secure base occupancy months in advance. She uses this CDF report to justify raising last-minute rates and launching a 45-day Advance Purchase promotion to stabilize her future cash flow.

No. Cloudbeds Insights does not support nesting one formulated Cloudbeds Data Field (CDF) inside another.

When building a formula:

• the field selector only shows system-standard fields, and
• previously created formulated Cloudbeds Data Fields (CDFs) are not available as inputs.

If you need a more complex calculation, you must either:

• build the full logic in one formula,
• calculate it outside Insights in a CSV or Excel export, or
• handle it through the Insights API.

A division-by-zero calculation cannot be computed.

For example, ADR is calculated as:

Total Room Revenue ÷ Total Rooms Sold

If Total Rooms Sold = 0, the formula may return an error or break the report column unless the logic is handled differently.

In Comparison Mode, percent-change logic avoids the division and shows 0% when the prior-period ADR is $0.

No. Cloudbeds Insights does not support locking an individual Saved Report or a specific formulated Cloudbeds Data Field (CDF).

Editing is controlled by user permissions:

• Authors can create, edit, delete, and clone reports and Formulated Cloudbeds Data Fields (CDFs).
• Viewers can view reports, export them, and apply filters, but cannot edit report structures or formulas.

If you want to prevent edits, review the user’s report permission level.

Short answer: Yes.

Why this requires a manual solution

Cloudbeds Insights includes User fields (tracking staff with system logins), but lacks a property-wide headcount field for employees who do not access the software (for example, maintenance or housekeeping). Because total headcount is not a standard data field, you must use a static value or a Custom Field to calculate operational efficiency metrics.

How to set up the calculation

You can divide any financial metric by a static number or a numeric Custom Field (at the Guest or Reservation level) using a Formulated Cloudbeds Data Field (CDF).

To ensure your totals remain accurate when the report is grouped by Property or Date, you must select Aggregation calculated CDF as the formula type. This setting tells the system to sum the total revenue before dividing by your static value, preventing the mathematical errors that occur with standard row-level division.

Example & User Story

Formula: Transaction Amount ÷ 20 (where 20 represents your total property headcount).

User Story: As a General Manager, I want to track Revenue per Total Headcount. Since the system only tracks Users with logins, it does not reflect my entire team’s cost. By dividing total revenue by my actual headcount, I can measure the overall labor efficiency of my property and determine if we are appropriately staffed relative to the revenue we are generating.