| Purpose | Configure advanced Cloudbeds Insights report controls and settings that affect how report data is displayed, filtered, converted, and connected to reservation records. |
| Best for | Property owners, property admins, managers, finance teams, and Cloudbeds Insights users responsible for reviewing or configuring report behavior. |
| Use this when | You need to understand report display controls, troubleshoot filter behavior, enable reservation and guest links, or configure currency conversion in a report. |
| Requirements | Access to Cloudbeds Insights. Author dataset permission is required to save report configuration changes. |
| Expected result | You can interpret and configure supported report behavior without changing the original Cloudbeds Report. |
| Limitations | Some settings are available only in reports created or copied by a Cloudbeds Insights Author. Available controls may also depend on the report type and layout. |
Introduction
Cloudbeds Insights provides advanced controls that affect how reports display, filter, and connect report data. These settings can help you interpret report results, open reservation records directly from supported reports, and review financial data in another currency.
To access the reporting workspace, open the Main Menu, select Reporting, and open a report from either Cloudbeds Reports or Reports. Cloudbeds Reports are provided by Cloudbeds and can be viewed or copied. Reports created or copied by your property are stored on the Reports tab, where Cloudbeds Insights Authors can save advanced configuration changes.
This guide focuses on specialized report behavior and configuration. For instructions on creating, copying, editing, organizing, sharing, exporting, or deleting reports, see Create and manage reports with Cloudbeds Insights.
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Table of contents
- Access and permissions
- Understand report display controls
- Understand filter-selection behavior
- Enable reservation and guest links in reports
- Configure currency conversion in Financial reports
Access and permissions
The controls available in a report depend on the property's Cloudbeds Insights access, the report configuration, and the user's dataset permission.
- Author permission: Allows users to save permanent changes to report structure and configuration.
- Viewer permission: Allows users to open reports and use supported temporary controls, but not save permanent structural or configuration changes.
To review or update staff access, see Role privileges and Add, edit, or delete roles.
Understand report display controls
Open a report to access the controls shown around the report table. Use the controls at the bottom of the table to change how results are displayed, and use the controls in the upper-right corner to refresh, copy, or open additional report actions.
These controls affect the current report view or workflow. Their availability depends on the report type, its groupings, whether detailed records are displayed, and the user's Cloudbeds Insights permission.
| Control | What it does | Availability or dependency |
|---|---|---|
| a) Totals | Displays grand totals at the bottom of the report table for supported numeric fields. | Available when the report contains fields that support aggregation. |
| b) Subtotals | Displays a summary total for each grouped value, followed by the overall total when Totals is also turned on. | Available only when the report uses supported fields in Group Rows or another supported grouped layout. |
| c) Details | Displays the individual records that make up summarized or grouped report results. | Turning on Details disables Transpose. Detailed results can also increase the number of rows displayed or exported. |
| d) Transpose | Rotates summarized report data so grouped rows become columns and grouped columns become rows. | Requires at least one grouped row and is unavailable when Details is turned on. |
| e) Auto refresh | Automatically refreshes the report after supported changes so the displayed results reflect the current configuration and filters. | When turned off, changes are not applied to the displayed results until you click Run. |
| f) Run | Generates or refreshes the report using the currently selected fields, groupings, filters, and display controls. | Use after changing temporary report settings when Auto refresh is turned off. |
| g) Save As | Creates a new editable report by copying the current report's structure, fields, groupings, filters, and other supported settings. | Requires Cloudbeds Insights and Author permission. The copied report is stored on the Reports tab and does not modify the original Cloudbeds Report. |
| h) Three-dots menu | Opens additional actions available for the current report, such as exporting or configuring the report. | Available actions vary by report, access level, and whether the report is provided by Cloudbeds or created through Cloudbeds Insights. |
The image below identifies the report display controls and actions described in the table.
Understand filter-selection behavior
When you turn on Select filter(s), each filter row displays a checkbox. These checkboxes determine whether each filter is applied when the report runs.
- Checked: The filter is active and limits the report results according to that condition.
- Unchecked: The filter is ignored when the report runs.
The image below shows checked and unchecked filters after Select filter(s) is turned on.
Reservation-only filters and report totals
Some filters, including Reservation Status, Reservation Source, and Reservation Source Category, apply only to data connected to reservations.
When these filters are checked, Financial and Reservations reports may exclude activity that is not linked to a reservation, including:
- POS and food and beverage items
- Add-ons and services not connected to reservations
- Payments not linked to a reservation
- Adjustments
- House account activity
This can cause report totals to differ from another report that includes all transactions for the selected date range. When you need results that include non-reservation activity, turn on Select filter(s), uncheck the reservation-only filters that should not apply, and run the report again.
Removing a filter can significantly change the report results. Confirm which transactions your operational or financial workflow requires before using the revised totals.
For general filter configuration instructions, see Filters Overview.
Enable reservation and guest links in reports
Supported Reservations and Financial reports can display Reservation Number and Guest Full Name as links. Selecting one of these links opens the reservation drawer without leaving the report.
You can update the reservation in the drawer and close it when finished. Saved changes appear in the report after the report data is refreshed.
This configuration is available for supported reports created or copied by Cloudbeds Insights users. Author permission is required to save the change.
- Go to Reporting and open the Reports tab.
- Open the supported Reservations or Financial report you want to configure.
- Click the three-dots menu
and select Configure this report.
- In the Configuration panel, turn on Reservation Number / Guest Full Name under Enable Hyperlinks.
- Click Save.
Configure currency conversion in Financial reports
Cloudbeds Insights currency conversion allows you to display supported financial metrics in a selected currency. This can help teams review property performance in a preferred currency or compare results across properties that use different currencies.
Currency conversion fields and configuration can be added only to reports created or copied through Cloudbeds Insights.
Add converted currency fields to a report
Add converted currency fields when the report does not yet contain the financial values you want to display in another currency.
- Go to Reporting and open the Reports tab.
- Open the Financial report you want to update.
- In Table Outline, click + Add.
- Search for Converted and select the applicable converted currency fields.
- Drag the fields into the required order in the Columns section.
- Confirm that the converted currency fields use the same currency before continuing.
- Open the three-dots menu and select Configure this report.
- In Converted currency, select the currency you want to use.
- Click Save.
Change the converted currency in an existing report
- Go to Reporting and open the Reports tab.
- Open the report you want to update.
- Click the three-dots menu
- In the Configuration panel, locate Converted currency.
- Search for or select the required currency.
- Click Save.
Understand how exchange rates are applied
Cloudbeds applies exchange rates according to the transaction date:
- Past transactions: Use the historical exchange rate associated with the transaction date.
- Future transactions: Use the current exchange rate until the transaction date becomes a past date.
As time progresses, each past transaction remains associated with its historical exchange rate. Because future values can use the current rate, converted results for future transactions may change when the report is run again on another date.
Converted values may differ from accounting or settlement values that use another exchange-rate source, date, or financial process.
Related articles
Review these resources for general Cloudbeds Insights workflows and report configuration:
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