Create and manage reports with Cloudbeds Insights

Mariia Korostashevych

Updated July 20, 2026 21:05

Purpose	Learn how to create, copy, edit, organize, export, and delete reports in the Reporting module.
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	Access to Reporting. Creating, copying, permanently editing, or organizing reports requires Cloudbeds Insights and Author permission. Viewers can open, filter, export, and subscribe to reports but cannot save permanent changes or manage folders.
Expected result	You can build or copy a report, save its configuration, place it in a folder, export its results, and keep the Reports workspace organized.
Limitations	Cloudbeds Insights and Author permission are required to save report changes and create, move, or delete folders.

Introduction

Reporting is the general reporting module available in Cloudbeds. Cloudbeds Insights adds paid report-building capabilities, including creating reports from scratch, copying existing reports with Save As, saving permanent layout changes, and organizing reports into folders.

This guide focuses on reports created or copied by Cloudbeds Insights users. It also explains the actions that Viewers can complete, such as filtering, exporting, and subscribing.

Access and permissions
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 and permissions

Reporting is available to all customers for viewing and using reports. Additional report-building and workspace management actions are available through Cloudbeds Insights.

The actions you can complete also depend on your assigned dataset permission. Before creating or managing reports, confirm that your property has Cloudbeds Insights and that your user has the appropriate access:

Cloudbeds Insights: Required to create reports, copy an existing report with Save As, permanently save report changes, and manage folders.
Author permission: Allows users to create, edit, copy, and delete reports, save layout changes, configure report settings, and manage folder hierarchies.
Viewer permission: Allows users to open reports, sort columns, apply temporary filters, export data, and create email subscriptions. Viewers cannot save permanent changes or manage folders.

To review or update staff access, see Role privileges and Add, edit, or delete roles.

Access reports

Reports that you create or copy are stored on the Reports tab. Use the folder sidebar to open a specific folder or view reports in the main table.

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.

Find and filter reports

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

Go to 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

Cloudbeds Insights Authors can create a report by copying an existing report with Save As or by building a new report from scratch. Expand the option that best matches the amount of configuration you want to reuse.

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 Cloudbeds Reports tab and select 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.

Go to 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 report from the Reports tab.
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

Cloudbeds Insights Authors can change the saved columns, groupings, and filters in a report.

On the Reports tab, 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

Go to 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.

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

Locate the report on the Reports tab.
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.

On the Reports tab, 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 that are no longer needed. These actions require Cloudbeds Insights and 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

Locate the report on the Reports tab.
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

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 you save and organize a report, run it with the filters needed for your workflow. You can then export the results or create a subscription for recurring delivery.