Use multi-level Cloudbeds Data Fields in Cloudbeds Insights reports

Introduction

A Cloudbeds Insights report can contain information at more than one level. For example, one reservation can contain multiple accommodations. A multi-level Cloudbeds Data Field (CDF) lets you include information from those more detailed underlying records.

Multi-level CDFs are useful when the higher-level record does not provide enough detail for the question you are trying to answer. Because adding these fields can change the number of rows in the report, it is important to understand the resulting reporting level before relying on totals or other calculations.

This guide explains how to identify and enable multi-level CDFs, add them to a report, and review the effect they have on the report results.

Table of contents

• Understand multi-level Cloudbeds Data Fields
• Enable multi-level CDFs
• Add multi-level CDFs to a report
• Review rows and totals after adding multi-level CDFs

Understand multi-level Cloudbeds Data Fields

Multi-level CDFs represent information from a more detailed level than the higher-level record in the report. You can identify available multi-level data by the multi-level icon shown next to the applicable categories and fields in the field selector.

A common example is Reservations data. A reservation can contain more than one accommodation. At the reservation level, it is still one reservation, but room-level information such as Room Number, Room Type, or other accommodation-level values can occur more than once within it.

Multi-level fields let the report represent those underlying records separately instead of showing only the higher-level reservation information. This gives you more detailed reporting, but it can also change the report's row structure.

Enable multi-level CDFs

Multi-level CDFs are not enabled by default. When they are available for the report, the field selector shows Multilevel CDF with an Enable button.

1. Create a new report or open a report that you can edit in Cloudbeds Insights.
2. In Table Outline, click + Add under Columns, Group Rows, or Group Columns.
3. Locate Multilevel CDF and click Enable.

The example below shows the Multilevel CDF option before it is enabled.

A confirmation window opens with a warning that multi-level CDFs might cause repeated records. You can open this article from the Learn more in knowledge base link, then return to the report and click I Understand to enable the fields.

After you click I Understand, return to + Add. The multi-level fields are now selectable and Enable is replaced by Read More.

The animation below shows the enabled state and the Read More option.

Read More reopens the same information window and provides the article link again.

Add multi-level CDFs to a report

After enabling multi-level CDFs, choose only the detailed fields that support the question you want the report to answer. Available multi-level categories and fields are identified with the multi-level icon in the field selector.

To add a multi-level field:

1. In Table Outline, click + Add under Columns, Group Rows, or Group Columns.
2. Locate the multi-level category containing the field you need.
3. Select the checkbox next to the applicable field.
4. Repeat the selection if you need additional multi-level fields.
5. Close the field selector or return to the report results and review the updated rows.

In the example below, Room Rate and Room Type are selected as multi-level fields. They are added to Table Outline with the multi-level icon, and the report updates to represent the more detailed records.

For the general workflow for adding fields, grouping data, applying filters, and configuring Table Outline, see Build and configure a custom report in Cloudbeds Insights.

Review rows and totals after adding multi-level CDFs

Adding a multi-level field changes the level of detail represented in the report. A higher-level record can therefore appear on more than one row when multiple underlying items exist.

For example, if one reservation contains two accommodations, adding accommodation-level fields can create separate rows so both accommodations are represented under the same reservation number.

This is especially important when combining multi-level fields with values that exist only at a higher reporting level, such as some financial information.

Multi-level fields can also affect filters. If you use a multi-level CDF in a filter, review the resulting rows to confirm that the remaining records still represent the reporting level you intend to analyze.

Before saving or using the report:

• Check whether the number of rows increased after adding the multi-level field.
• Confirm whether repeated reservation numbers represent separate underlying items within the same reservation.
• Review totals and other calculations for higher-level values that may repeat across the detailed rows.
• Confirm that any filters using multi-level fields return the expected detailed records.

If you are unsure whether the field level or aggregation matches the question you want the report to answer, see Choose fields and aggregations for a Cloudbeds Insights report.

Next Operational Step

After confirming that the multi-level fields produce the rows and totals you expect, continue configuring and save the report. See Build and configure a custom report in Cloudbeds Insights for the complete report-building workflow.