Data Insights (Pilot) - How to Add Columns and Rows in Table Outline – myfrontdesk

This feature is currently in the pilot testing phase. If you want to join the pilot or have some feedback to share, reach out to our Support team at support@cloudbeds.com.

The table outline allows you to add columns of Cloudbeds Data Fields* needed to build the report. Once the columns are added, you can group data per column and also rows.

*Cloudbeds Data Field (CDF) is a data field provided and defined by Cloudbeds. Each report type has different CDF sets available for you to use. For example, Financial report type has CDFs and filters related to financial data, whereas Guests report type has everything related to guest's data.

Add Columns

Select one or multiple CDF to build the report, these data fields will be added as columns in the table report.

Click Add +.
Select the desired CDF by checking the box. Scroll down or type in the name of the field to search.

Example, the following column is selected: Credits

Result

How the report looks using the example of Credits as a column.

Metrics

Metrics are quantitative measurements and these data fields are displayed in blue. Click on the field to calculate:

SUM, MEAN, MAX, MIN, COUNT, MEDIAN, STD, VAR

Dimension

Dimensions are non-numeric and these data fields are displayed in grey. These are attributes of your data, they cannot be calculated.

You can add more categories to group the data in the column — this grouping will appear as rows or other columns. Check out below sections.

Group Rows

Group Rows is used to create the summary tables or pivot tables — use it to set how you want to group the data in the columns. The grouping result will be displayed as rows in the table.

To create the pivot table you must have numeric fields (metrics) selected in the columns.

Click Add +.
Select the desired CDF by checking the box. Scroll down or type in the name of the field to search.

The data fields that are already used for the columns will not be displayed in Group by Rows.

Example, Group by Rows: Payment Method

Result

The data Credits will now be grouped per Payment Method.

Group Columns

Set how you want to group the data in the columns. The grouping result will be displayed as other columns in the table.

Before continuing with the steps, make sure you have set up Group Rows

Click Add +.
Select the desired CDF by checking the box. Scroll down or type in the name of the field to search.

The data fields already selected in Columns or Group Rows will not be displayed in Group by Columns.

Example, group columns by Transaction Date Time - Property

Result

The data Credits that is grouped per Payment Method, now is grouped by Transaction Date Time.

Group Dates By

When grouping by date or date time, depending on the data field, you can further group it by Year, Month, Day, Hour, Minute or Second. Click on the data field and select one of the options.

Example, group the Transaction Date Time by month.

Result

The data Credits that is grouped per Payment Method and Transaction Date Time by month.

Summary Information: Summary information metrics are calculated based upon the entire results.
Totals: Turning ON the toggle will calculate the group rows fields and give you the subtotal of the metrics at the bottom of the table.
Details: Turning ON the toggle will display a detailed list of records that of the summarized table.

Multi-level CDF

Multi-level Cloudbeds Data Fields (CDFs) are data fields that contain one or more data levels. You can identify multi-level CDFs by looking at the multi-level icon next to the data field:

Example

In this example we are using report type: Reservations.
By default, each of the row in the report represents a single reservation.
Oftentimes, there are multiple guests and rooms within a single reservation and you would like to know which rooms are assigned to the reservation.
By selecting multi-level CDFs of Room Number and Room Type you will know which room units and the room types are assigned.

In this example, the reservation has 2 different accommodation types assigned. When we select the multi-level CDFs, it will create another row to represent the 2 different accommodations under the same reservation number.

Be attentive when using the multi-level CDFs. Example scenario:

You have previously added the multi-level CDFs to Table Outline columns, additional rows would be added to the report.
When adding the multi CDFs to the filters, you may see repeated rows with the same data and this could affect the Totals.

Custom CDF

Other than the existing Cloudbeds Data Fields (CDFs), you can also create a new custom CDF to generate unique calculations or to create new descriptive fields. Follow instructions here: Data Insights - How to Create Custom Cloudbeds Data Fields (CDFs)

If you don't see the option Custom CDF, it could mean two things — check the reasons and solutions below:

You are viewing one of the Cloudbeds Reports. Click Save As to customize the report.
You are creating a new report and have not saved it yet. Make sure there is at least one column added to the table outline, then, click Save. Check: Data Insights (Pilot) - How to Create Your Own Reports

The tab Custom CDF should appear on the left menu.