1. Cloudbeds
  2. Cloudbeds Insights & Reports
  3. Custom Report Builder
  4. Report Management

How to Schedule and Automate Custom and Stock Reports with Subscriptions

Mariia Korostashevych
Updated

Cloudbeds Insights allows paid customers to automate their data delivery. You can schedule both custom reports created in the Report Builder and pre-made Cloudbeds Stock Reports to be delivered directly to your inbox. This ensures your team stays informed with the latest property data without needing to log in and export reports manually.

  Don't have the Cloudbeds Insights paid add-on? You can still automate your data! Non-paying customers can create up to 10 subscriptions for pre-made reports. Learn how to subscribe to Stock Reports for free here. 

Access and Permissions

 Property Owner has access to Cloudbeds Insights by default. Other users need to be granted access to Cloudbeds Insights by the Property Owner inside Roles. Learn more: Roles and Permissions.

  1. Click Menu Main menu.png
  2. Go to Reporting Reporting icon.png
  3. Select Cloudbeds Insights (Builder)

How to Create a Report Subscription

Option 1 - Use the Actions button
  1. Go to Saved Reports
  2. Click the report you want to subscribe to

  1. Click Subscribe

  1. Select the frequency at which the report will be run (Daily, Weekly, First day of the month).
  •  
    • If Weekly is selected, choose one or more days of the week you would like the report to run.
  1. Select the time the report will be sent. The system shows your property's time zone and will send the report within a 30-minute window.
  2. Select export view and format.
    • Formatted Report: Exports the report with headers, groupings, and filter settings (Format: XLSX).
    • Table: Structured report data in table format (Formats: CSV, JSON).
    • Details Only: Exports only detail rows for further calculations or system uploads (Formats: XLSX, CSV, JSON).
  3. Download link security options
  •  
    • Enable Security Feature: Check the option labeled "Require Cloudbeds access to download reports." 
    • Access Your Reports: After setting up the subscription, you will receive a download link via email. Clicking this link will redirect you to the Cloudbeds login page, where you must log in to start the download.

  Enabling this feature is optional, offering you the flexibility to choose the level of security that best suits your needs.

  1. Email Subject line
  2. Recipients - type in the user's email address that should be receiving this report and click Add.
  •  
    • You may add another email address and click Add every time
    • To delete an email address, click the icon X.
  1. Once finished, click Save to schedule this email.
  • You may want the report at the beginning or end of the business day.
  • Add up to 15 Insights reports into a single email subscription, and all reports will be consolidated into their own discrete tab in a single Excel (.xlsx) file.

Option 2 - Go to the Subscriptions page
  1. Go to Subscriptions
  2. Click Add Subscription

  1. Search and select your desired reports. Click Add to include your custom-built reports, and Add Cloudbeds Report to include pre-made stock reports in your subscription.
    • Note: You can bundle up to 15 different reports (a mix of custom and stock) into a single subscription.
  2. Select the frequency at which the report will be run (Daily, Weekly, First day of the month).
    • If Weekly is selected, choose one or more days of the week on which you would like the report to run.
  3. Select the time the report will be sent. The system shows your property's time zone and will send the report within a 30-minute window.

  You may want the report at the very beginning or end of the business day. The scheduled time is based on your property's configured time zone.

  1. Select export view and format.
    • Formatted Report: Exports the report with headers, groupings, and filter settings (Format: XLSX).
    • Table: Structured report data in table format (Formats: CSV, JSON).
    • Details Only: Exports only detail rows for further calculations or system uploads (Formats: XLSX, CSV, JSON).
  2. Download link security options.
    • Enable Security Feature: Check the option labeled "Require Cloudbeds access to download reports."
    • Access Your Reports: After setting up the subscription, you will receive a download link via email. Clicking this link will redirect you to the Cloudbeds login page, where you must log in to start the download.

  Enabling this feature is optional, offering you the flexibility to choose the level of security that best suits your needs.

  1. Email Subject line
  2. Recipients - type in the user's email address that should be receiving this report and click Add.
    • You may add another email address and click Add every time.
    • To delete an email address, click the icon X.
  3. Once finished, click Save to schedule this email.

Viewing and Managing Active Subscriptions

Navigate to the Subscriptions tab in the Insights left-hand sidebar to view and manage your automated reports. This table provides a high-level overview of your active schedules, including the Subscription ID, included reports, recipients, delivery frequency, and the Upcoming Delivery date.

To manage an existing schedule, click the three-dot menu on the far right of the subscription row:

  • Edit: Reopen the configuration window to adjust the selected reports, delivery timing, or recipient list.
  • Delete: Permanently remove the subscription and stop all future automated emails.

 Subscription Limits for Paid Users: While non-paying customers are limited to 10 subscriptions, paid Cloudbeds Insights users enjoy unlimited subscriptions. However, the limit of 15 individual reports per specific subscription still applies to ensure optimal delivery performance.

Learn More

If you need further assistance or more information, our Support Team is here to help!

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