How to add columns and rows in the table outline on your reports

The table outline allows you to add columns of Cloudbeds Data Fields* needed to build the report.

  *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, the Financial report type has CDFs and filters related to financial data, whereas the Guests report type has everything related to guest's data.

What's the difference between Metrics and Dimensions

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

Metrics.png

Dimension

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

Dimension.png

How to add columns and rows

Once the columns are added, you can add more categories to group the data in each column—this grouping will appear as rows or other columns. 

Add Columns

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

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

For example, the following column is selected: Credits  

Add columns 1.png

Result

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

Add columns 2.png

Group Rows

Group Rows are used to create the summary tables or pivot tables — use them 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 select numeric fields (metrics) in the columns.

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

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

Example, Group by Rows: Payment Method

Group Rows 1.png

Result

The data Credits will now be grouped per Payment Method.

Group Rows 2.png

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 you continue with the steps, make sure you have set up Group Rows.

  1. Click Add +
  2. 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.

For example, group columns by Transaction Date Time - Property

Group Columns 1.png

Result

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

Group Columns 2.png

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.

For example, group the Transaction Date Time by month.

Group Dates by 1.png

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.

Group Dates by 2.png

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:

Multi-level CDF 1.png

Example

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

Multi-level CDF 2.png

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

Multi-level CDF 3.png

  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: 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:

  1. You are viewing one of the Cloudbeds Reports. Click Save As to customize the report.
  2. You are creating a new report and have not saved it yet. Make sure at least one column is added to the Table Outline, then click Save. Check: How to create your own reports

The tab Custom CDF should appear on the left menu.

Custom CDF.png

Visualizations

Use the Visualizations to understand the data in your report quickly.

  1. Click the icon Visualizations.
  2. Click to download as an image.

Visualizations.png

If you need further assistance or more information, our Support Team is here to help!

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