Create, Edit, and Organize Custom Reports

Introduction

Cloudbeds Insights allows you to move beyond pre-made standard configurations and build specialized custom reports tailored to your unique operational and financial workflows. By adjusting layout outlines, choosing specific tracking columns, and configuring dynamic filtering rules, you give your property stakeholders instant visibility into the precise metrics they need. 

This guide shows you how to design, customize, and store these reports.

Access and Permissions

Access to Cloudbeds Insights features is role-based to guarantee secure data protection while providing your team with the correct operational visibility. 

While basic report viewing is open to all customers, advanced management capabilities depend strictly on your plan and assigned user role:

• Paid Plan (Report Builder): Required to permanently save report updates, copy layouts via "Save As," or manage tracking directories.
• Author Permission: Allows users to permanently create, edit, clone, or delete report layouts, configure rounding guidelines, and manage organizational folder hierarchies.
• Viewer Permission: Allows users to open reports, sort column parameters, apply temporary UI filters, export datasets, and set up email subscriptions, but they cannot save permanent modifications or manage folders.

How to Access Custom Reports

All of your custom-built layouts and saved tables are permanently stored directly inside your tracking directories within the unified reporting screen.

1. Open the Main Menu in the upper-left corner of the PMS.
2. Select Reporting.
3. Click the Reports tab located on the top navigation bar.
4. Locate your reports directly inside the main workspace table grid, or use the left-hand folder navigation sidebar to select a specific directory.

Find and Filter Custom Reports

As your workspace grows, you can quickly locate specific custom layouts using the main search utilities and drop-down selectors built directly into the interface grid.

1. Go to the Reports tab page.
2. Type keywords or exact titles into the Search Reports input field to dynamically update your visible matches.
3. Narrow down your tracking list further by applying the configuration drop-down filters:
   • Report Types: Refine your table rows to isolate specific dataset categories (such as Financial, Reservations, or Occupancy).
   • Tags: Filter by the specialized operational keywords you assigned when permanently saving or copying the report layout.

How to Create a Custom Report

You can generate a custom report layout either by cloning a pre-existing stock report template or by generating a brand new dataset from scratch.

Option 1: Create a Report via "Save As" (Cloning)

Cloning an established report is the fastest way to customize parameters without losing the foundational logic of the underlying report type.

1. Navigate to the Cloudbeds Reports tab and open any stock report template you wish to adapt.
2. Click the standalone Save As button located at the top of the interface layout (or select the three-dots menu icon and click Save As).
3. In the New Report configuration window, populate the following parameters:
   • Report Name: Provide a clear, distinct title for your custom layout.
   • Report Description: Briefly detail exactly what operational or financial metrics this custom file tracks.
4. Click the blue Create button. Your cloned configuration will immediately save to your designated destination folder path underneath the Reports tab.

Option 2: Create a Custom Report From Scratch

1. Go directly to the Reports tab workspace.
2. Click the blue Add dropdown action button on the right-hand side of the page and select Report.
3. In the New Report setup window, click into the Name field and enter a clear, unique title for your custom configuration.
4. Click the Report Type dropdown menu and select your foundational dataset category (e.g., Financial, Reservations, or Groups and Events).
5. (Optional) Check the Enable comparison mode box if you need to evaluate metrics across multiple dates or specific timeline ranges.
6. Provide a summary of the report's layout parameters in the Description box, then click the blue Create button.
7. Once the baseline builder canvas loads, use the left-hand menu to add or adjust your tracking columns, groupings, or filters. When you are finished establishing your framework, click Save in the top-right corner.
8. In the final confirmation modal, verify the title, select your destination directory Folder, and click into the Tagging field to type operational keywords. Click Save to permanently finalize the new custom report.

Sharing Reports Across your Organization

If your property belongs to an Organization, you can copy your custom reports to other properties within your group portfolio. This allows you to deploy identical data configurations across multiple accounts instantly without rebuilding them from scratch.

1. Open the custom report you just built (either from scratch or via cloning) from the main list on your Reports tab.
2. Click the three-dots menu icon in the top-right corner and select Save As to reopen the configuration window.
3. Update the report name, tags, or description fields if needed.
4. Scroll down to the Select properties section.
5. Check the Select All box, or selectively check individual properties within your group that require access to this report.
6. Click Create.
7. A green success banner will appear at the bottom of the page. Click See List inside the banner to open a central window with direct, clickable links to the newly copied reports across your selected properties.

How to Edit and Modify Custom Reports

You can manipulate, expand, or restyle your custom report rules and column configurations at any moment.

1. From the Reports tab table, open your targeted custom configuration by clicking its title.
2. Adjust your active parameters using the configuration panels on the left-hand sidebar:
   • Columns: Click + Add to introduce new fields, or select the X icon directly next to any listed data variable to remove it from your layout outline.
   • Filters: Expand your active constraints to append, modify, or completely remove conditional logical filters to dynamically restrict your data parameters.
3. Once your structural updates are finalized, click the Save button located along the upper-right corner of the layout header to permanently commit your edits.

How to Organize Custom Reports with Folders

Utilizing folders and nested subfolders enables you to logically categorize reports by specific operational shifts, internal departments, or stakeholder permission tiers.

Creating a Primary Top-Level Folder

1. Go to the Reports tab page.
2. In the left-hand sidebar, locate the blue Folders header.
3. Click the three vertical dots icon next to the Folders header.
4. Click Add folder from the pop-up menu.
5. In the configuration modal, fill out your designated Folder Name and distinct Description.
6. Click Save. Your new folder will instantly appear in the left-hand sidebar folder directory.

Creating Nested Subfolders

To establish cleaner internal data hierarchies, you can nest multiple folders inside an established parent folder category.

1. Locate the primary parent folder category within your left-hand sidebar directory panel.
2. Click the corresponding three-dots icon sitting right beside the folder name.
3. Select Add folder from the context dropdown menu.
4. Enter your subfolder title and secondary descriptive notes, then click Save. The subfolder will be listed neatly beneath its parent directory path.

Moving Existing Custom Reports Into Folders

1. Find your targeted custom report listed within the main Reports tab data table.
2. Click the three-dots icon located on the far right-hand side of that specific report's row.
3. Select Edit from the action options.
4. Locate the Folder dropdown field and select your desired folder or nested subfolder path destination.
5. Click the blue Save button to commit the path modification.

How to Export Custom Reports

Export your custom reports whenever you need to share data with your management team, accountants, or external auditors.  

1. To get started, go to the Reports tab and click the title of the report you want to download.
2. If the system's Auto Refresh parameter toggle is currently turned off, click the Run button to compile the most up-to-date metrics.
3. Click the three-dots icon situated in the top-right actions header area and select Export.
4. Inside the Export report popup window, choose your targeted Export View configuration preference:
   • Formatted Report: Generates the document complete with formatted system header rows, distinct data groupings, and active filter info boxes (Available Formats: XLSX, PDF).
   • Table: Outputs structured report data compiled inside a clean, standardized spreadsheet grid container (Available Formats: CSV, JSON).
   • Details Only: Strips away headers, summaries, and structural meta blocks to export only raw details rows—ideal for further mathematical calculations, external pivot sorting, or uploading into third-party accounting applications (Available Formats: XLSX, CSV, JSON, PDF).
5. Select your preferred file extension Format options block using the available dropdown field.
6. Click the blue Export button.
7. An on-screen processing alert banner will appear at the bottom of your browser window. Once the data generation is complete, click the Download button directly inside that banner alert to fetch your file.

How to Delete Custom Reports and Folders

When custom layouts or old categorization folders become redundant, you can easily remove them to ensure your reporting environment remains accurate and organized.

Deleting a Custom Report

1. Locate your unwanted custom configuration in the main data list of your Reports tab workspace.
2. Click the corresponding three-dots icon at the far edge of the row and select Delete.
3. Confirm the security prompt to permanently remove the report structure from your portfolio account database.

Deleting an Organizational Folder

1. Locate your directory folder directly within the left-hand sidebar panel layout tray.
2. Click the corresponding three-dots icon sitting right beside the folder name.
3. Select Delete from the action options dropdown menu.
4. Confirm the pop-up warning alert text to clear out the folder framework directory.