Create and manage reports with Cloudbeds Insights

Mariia Korostashevych

Updated August 06, 2026 21:03

Purpose	Learn how to create, copy, edit, organize, share, export, and delete reports with Cloudbeds Insights.
Best for	Property owners, property admins, managers, and accounting or finance teams.
Use this when	You need a report tailored to specific metrics, filters, or teams, or you want to organize reports into folders.
Requirements	Cloudbeds Insights and the appropriate Author permission are required for the report management workflows in this guide. Sharing reports across properties also requires a multi-property Organization with eligible properties.
Expected result	You can create or copy a report, save its configuration, organize it in the Reports tab, share it across eligible properties, and export its results.
Limitations	Viewers can open reports they can access and complete the available actions, but they cannot create, copy, modify, save, organize, or delete reports.

Introduction

Cloudbeds Insights extends Reporting with Builder capabilities for creating, copying, modifying, saving, organizing, sharing, exporting, and deleting reports. These workflows help properties turn available reporting data into reports designed for specific operational, financial, or organizational needs.

This guide covers the complete report management workflow on the Reports tab. A report created from scratch or copied with Save As and stored on this tab is treated as the same report concept. Use the section that matches your task, whether you need to find an existing report, create or update one, organize reports into folders, distribute a report across eligible properties, export results, or remove content that is no longer needed.

Access reports
Find and filter reports
Create a report
Share reports across an organization
Edit a report
Organize reports with folders
Export a report
Delete reports and folders

Access reports

The Reports tab stores reports created from scratch or copied with Save As. From this workspace, you can open reports from the main table or use the folder sidebar to narrow the list.

Open the Main Menu in the upper-left corner of Cloudbeds PMS
Select Reporting
Select the Reports tab.
Open a report from the main table, or select a folder from the left sidebar.

The animation shows the navigation from the Cloudbeds PMS dashboard to the Reports tab.

Cloudbeds Insights and the appropriate Author permission are required for the report management workflows in this guide. Viewers can open reports they can access and complete the actions available to them. Report visibility depends on their permissions for the data included in each report. For a broader explanation of these capabilities and access requirements, see Cloudbeds Insights overview.

Find and filter reports

Use the search field and filters on the Reports tab to locate a report without browsing every folder.

Open the Main Menu
Select Reporting
Select the Reports tab.
Enter a report name or keyword in Search Reports.
Use the available filters to narrow the results:
- Report Types: Filters reports by dataset category, such as Financial, Reservations, or Occupancy.
- Tags: Filters reports by tags assigned when the report was saved or copied.

The animation shows how search and report type filters change the reports displayed in the table.

Create a report

Users with Cloudbeds Insights and the appropriate Author permission can create a report in two ways. Copy an existing report with Save As when you want to reuse its configuration, or create one from scratch when you need a new structure. Both options save the report on the Reports tab.

Option 1: Copy a report with Save As

Use Save As when an existing report already contains most of the columns, groupings, or filters you need.

Open the Main Menu
Select Reporting
Select the Cloudbeds Reports tab, then open the report you want to copy.
Click Save As. Depending on the report, you may need to open the three-dots menu and select Save As.
In the New Report window, enter the following information:
- Report Name: Enter a clear, unique name.
- Report Description: Describe the operational or financial information the report tracks.
Click Create. The copied report is saved on the Reports tab.

The animation shows how to copy an existing report by using Save As and completing the new report details.

Option 2: Create a report from scratch

Use this option when you want to choose the report type and build the columns, groupings, and filters yourself.

Open the Main Menu
Select Reporting
Select the Reports tab.
Click Add and select Report.
Enter a unique report name in the Name field.
Select a foundational dataset from the Report Type menu, such as Financial, Reservations, or Groups and Events.
Optional: Select Enable comparison mode when you need to compare metrics across dates or date ranges.
Enter a description, then click Create.
Use the left panel to add or adjust columns, groupings, and filters. When the report is ready, click Save.
Confirm the report name, select a destination Folder, and add any helpful tags. Click Save to finish.

The animation shows how to add a new report, select its report type, configure its layout, and save it to a folder.

If your property belongs to an Organization, you can copy a report to other eligible properties. This helps maintain the same report structure across multiple properties without rebuilding it each time.

Open the Main Menu
Select Reporting
Select the Reports tab, then open the report you want to share.
Open the three-dots menu and select Save As.
Update the report name, tags, or description when needed.
Scroll to Select properties.
Select Select All, or select the individual properties that should receive the report.
Click Create.
After the success message appears, click See List to open links to the copied reports.

The animation shows how to copy a report to selected properties in a multi-property Organization.

The Select properties section appears only for multi-property Organizations. Only properties with an active Cloudbeds Insights plan are listed. A copied report uses the destination property as its local property filter.

For more information, see Organizations - Everything you need to know.

Edit a report

Users with Cloudbeds Insights and the appropriate Author permission can modify and save a report's columns, groupings, and filters.

Open the Main Menu
Select Reporting
Select the Reports tab, then click the report title.
Use the left configuration panel to update the report:
- Columns: Click + Add to add fields. Select the X next to a field to remove it.
- Filters: Add, change, or remove conditions that limit the displayed data.
Click Save in the upper-right corner.

The animation shows how to change report columns and save the updated configuration.

Unsaved structural changes are lost if you leave the report. Click Save before exporting the report or creating a subscription.

Organize reports with folders

Folders and nested subfolders help organize reports by department, workflow, or team responsibility. Expand the task you want to complete.

Create a top-level folder

Open the Main Menu
Select Reporting
Select the Reports tab.
In the left sidebar, locate Folders.
Click the three-dots menu next to Folders.
Select Add folder.
Enter the Folder Name and Description.
Click Save.

The animation shows how to create a new top-level folder from the folder sidebar.

Create a nested subfolder

Add a subfolder when a top-level folder needs a second level of organization.

Open the Main Menu
Select Reporting
Select the Reports tab, then locate the parent folder in the left sidebar.
Click the three-dots menu next to the folder name.
Select Add folder.
Enter the subfolder name and description, then click Save.

The animation shows how to add a subfolder beneath an existing folder.

Move a report to a folder

Open the Main Menu
Select Reporting
Select the Reports tab, then locate the report.
Click the three-dots menu at the end of the report row.
Select Edit.
Select the destination folder or subfolder from the Folder menu.
Click Save.

The animation shows how to change a report's folder from the report row menu.

Export a report

Export a report when you need to share or analyze its current results outside Cloudbeds. Viewers and Authors can export reports.

Open the Main Menu
Select Reporting
Select the Reports tab, then open the report you want to export.
If Auto refresh is off, click Run to refresh the report results.
Open the three-dots menu in the upper-right corner and select Export.
In the Export report window, select an Export View:
- Formatted Report: Includes report headers, groupings, and filter information. Available formats: XLSX and PDF.
- Table: Exports the displayed report table. Available formats: CSV and JSON.
- Details Only: Exports detail rows without report headers or summaries. Available formats: XLSX, CSV, JSON, and PDF.
Select the file Format.
Click Export.
When processing finishes, click Download in the notification.

The animation shows how to run a report, select an export view and format, and download the generated file.

Delete reports and folders

Delete reports or empty folders when they are no longer needed. These actions require Cloudbeds Insights and the appropriate Author permission. Expand the task you want to complete.

Deleting a report is permanent and cannot be undone. A folder or subfolder must be empty before you can delete it.

Delete a report

Open the Main Menu
Select Reporting
Select the Reports tab, then locate the report.
Click the three-dots menu at the end of the report row and select Delete.
Confirm the deletion.

The animation shows how to delete a report from its row menu and confirm the action.

Delete a folder

Open the Main Menu
Select Reporting
Select the Reports tab, then locate the folder in the left sidebar.
Click the three-dots menu next to the folder name.
Select Delete.
Confirm the deletion.

The animation shows how the system blocks deletion of a folder that still contains reports.

Next Operational Step

After saving and organizing a report, run it with the filters needed for your workflow. Export the current results, or use How to Schedule and Automate Custom and Stock Reports with Subscriptions to configure recurring delivery without repeating subscription steps here.