Configure advanced report settings in Cloudbeds Insights

Mariia Korostashevych

Updated August 06, 2026 21:03

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	Review Check access and save report configurations before saving changes to a report.
Expected result	You can interpret and configure supported report behavior without changing the original Cloudbeds Report.
Limitations	Available controls depend on the report type, dataset, and layout. Some settings are available only in reports created or copied with Cloudbeds Insights.

Introduction

Use this guide when you are already working in a Cloudbeds Insights report and need to adjust specialized report behavior, including totals, subtotals, details, transpose, filters, reservation and guest links, or currency conversion.

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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Check access and save report configurations
Understand report display controls
Understand filter-selection behavior
Enable reservation and guest links in reports
Configure currency conversion in Financial reports

Check access and save report configurations

Property owners, property admins, and managers responsible for report configuration should use this checklist before changing or saving a report. Team members who only review reports can also use it to identify when an administrator needs to assist.

Identify your goal: Confirm whether you only need to adjust the current report view or save the configuration for future use.
Confirm your access: Saving changes to report fields, groupings, filters, or configuration requires Cloudbeds Insights and the appropriate Author permission. For an overview of the available capabilities, see Cloudbeds Insights overview.
Open the report you need: Go to the reporting area and open the report you want to review or configure. For guidance on reporting navigation and the purpose of each area, see Reporting Overview and Navigation.
Verify that configuration options are available: If you cannot edit or save the report, ask a property owner or administrator to review your access. See Role privileges or Add, edit, or delete roles.
Review changes before saving: Confirm that the fields, groupings, filters, totals, and other settings produce the results you want to reuse. Saved report configurations can affect exports and subscriptions.

After saving the report, see How to Schedule and Automate Custom and Stock Reports with Subscriptions if you want to automate report delivery.

Next, review the available report display controls and how each one changes the results shown in the report.

Understand report display controls

After opening the report you want to review or configure, use the controls around the report table to decide how much detail appears and how the results are organized. These controls help you move between a summarized view for performance analysis and a detailed view for reviewing the records behind the totals.

Consider how each control affects the report before using it:

Controls at the bottom of the table change how the report presents its results.
Controls in the upper-right corner let you refresh the report, create an editable copy, or open additional actions.
Not every control is available in every report. Availability depends on the report type, its fields and groupings, whether detailed records are displayed, and your Cloudbeds Insights access.

Review the table below before applying a control so you understand how it changes the report and whether it depends on another setting.

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

After choosing how the report displays its results, review the filters that determine which records are included. Filters can change both the rows shown in the report and the totals used for operational or financial analysis.

Turn on Select filter(s) when you need to control which existing filter conditions are applied without removing them from the report. Each filter row then displays a checkbox:

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

Before comparing totals between reports, check whether the active filters apply only to reservation-related records. A Financial or Reservations report may contain other property activity that is not connected to a reservation, so applying a reservation-only filter can intentionally exclude part of the available data.

Filters such as 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.

After confirming which filters should apply, run the report again and review the revised totals before exporting, saving, or using the results. For instructions on adding, editing, or organizing filter conditions, see Filters Overview.

Enable reservation and guest links in reports

After configuring how the report displays and filters its results, you can make supported reservation information easier to investigate. In supported Reservations and Financial reports, Reservation Number and Guest Full Name can appear as links that open the related reservation drawer without taking you away from the report.

Use this configuration when someone reviewing the report may need to verify or update the reservation behind a result. Changes made in the reservation drawer appear in the report after its data is refreshed.

This setting must be saved in a supported report that you can modify. Review Check access and save report configurations before continuing if you are unsure whether the configuration options should be available.

Go to the Main menu , click 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

Use currency conversion when the financial values in a report need to be reviewed in a currency other than the one originally associated with the transactions. This is useful for finance teams reviewing performance in a preferred reporting currency or comparing results across properties that operate with different currencies.

Configuring currency conversion involves two related choices: the report must contain the applicable converted currency fields, and its configuration must specify which currency those fields should display. Choose the workflow below based on whether you need to add the fields for the first time or change the currency in an existing report.

Converted currency fields and settings are available only in reports that support this configuration and can be modified. Review Check access and save report configurations before continuing if the required options are not available.

Add converted currency fields to a report

Use this workflow when the report does not yet contain the converted versions of the financial metrics you need. You will first add the converted fields to the report, confirm that they use a consistent currency, and then select the currency that the report should display.

Go to the Main menu , click 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

Use this workflow when the report already contains converted currency fields and you only need to display them in another currency. You do not need to add the fields again.

Go to the Main menu , click Reporting , and open the Reports tab.
Open the report you want to update.
Click the three-dots menu and select Configure this report.
In the Configuration panel, locate Converted currency.
Search for or select the required currency.
Click Save.

Understand how exchange rates are applied

Before interpreting or comparing converted results, understand which exchange rate Cloudbeds uses. The rate depends on whether the transaction date is in the past or the future:

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.

Past transactions remain associated with the historical rate for their transaction date. Future transactions use the current rate until their transaction date passes. As a result, converted values for future transactions may change when the same report is run on another date.

Converted values may differ from accounting or settlement values that use another exchange-rate source, date, or financial process.

After configuring the report, run it again and confirm that the results match the view you intend to review, export, or deliver. Use these resources for broader reporting navigation, Cloudbeds Insights capabilities, report management, filters, and automated delivery: