Use the report library

Open a report, filter it, choose its columns and download it as CSV, Excel or PDF.

Verified against release 23c84bc
9 min read

The report library is a set of day-to-day lists and tables that you read on screen or download. Use it when you need a printable arrivals list, an occupancy table or a revenue summary for a set of dates.

Before you start

You need a role that can open Reports: Account owner, Manager or Property manager. Service staff do not have this menu; they open the housekeeping report from their day view instead (see Read the housekeeping report).

Open a report

Select Reports in the menu.
Select the Library tab. The reports are listed in groups: Guests & housekeeping, Occupancy and Financial.
Select a report. It opens with the dates and properties you had chosen on the Reports page.

To return to the list, select All reports above the report title. Every setting on the report page is kept in the address, so you can copy the link and send it to a colleague, or reload the page, and get the same view.

For what each report contains, see See what each report shows.

Filter a report

The filter bar shows only the filters the report supports.

Dates: pick a preset such as Last 30 days or a custom range. If you have not chosen dates on the Reports page, a report opens on This month. The one exception is Monthly summary, which opens on Year to date. Most reports cover at most 366 days; Room occupancy grid and Daily unit status cover at most 92. A longer range shows a message asking you to choose a shorter one.
Properties: limit the report to some properties. The filter appears only when you can see more than one property.
Booking status: reports about bookings start with Confirmed and later, meaning confirmed, checked-in and checked-out bookings. Add Hold, No-show or Cancelled if you need them.
Channel: limit to Staff-entered, Website or OTA bookings.
Report options: a few reports add a choice of their own, such as Group by, Count revenue by, Date basis or Include stay-throughs. They are explained with the report.

Select Clear all filters to return to the defaults. This also resets the columns.

Choose the columns

A report opens with its usual columns, or the ones you last chose on this device. Select Columns to change them.

Select Columns. The list shows every column you are allowed to see for this report.
Untick a column to hide it. Tick a column to show it. A few columns, such as Email and Phone on the arrivals list, start unticked.
To go back, select Reset to default.

The first column of a report is marked Always shown and cannot be hidden, because it identifies each row. Hiding a column only changes what is shown. It never changes a total or a percentage.

The choice is remembered for you, per report, on the device you are using. It is cleared when you sign out or switch organization. The link to the report also carries the choice, so a colleague who opens your link sees the same columns. When a link names columns, it wins over what the device remembers.

Two columns appear only when they have something to show: Unassigned and Delisted are left out of the table when they are zero on every row.

Read long reports

A report shows 200 rows at a time. Select Show 200 more rows to load more. Totals cover the whole result, not just the rows loaded so far.

Compare two periods

Most reports can set the dates you chose against a second period, so you can see whether a number went up or down. Select Compare next to Dates.

These reports have the filter: Daily occupancy, Room occupancy grid, Monthly occupancy, Channel performance, Daily financial summary, Monthly revenue and Guest countries. Arrivals, Departures, In-house guests, Daily activity and Payments have it too, but compare only the Total row and the summary line; the booking rows are not compared. Daily activity has no Total row, so it compares the summary line only. Outstanding balances, Daily unit status and Housekeeping have no comparison.

Choose the comparison

Select Compare.
Choose one of the four options: No comparison, Previous period, Same period last year or Custom range.
For Custom range, pick the first and last night of the comparison period. It can be any range up to the report’s own limit, and the date picker tells you when your choice is too long: Choose a range of up to 90 days.. A comparison that is too long can still arrive through a link; the page then says: The comparison range is too long. Pick a shorter comparison period..

The options show the dates they would pick. Previous period works on whole months when your range is whole months: this month is compared with last month. For any other range it takes the same number of days just before yours. Same period last year takes the same calendar dates a year earlier. To switch it off, choose No comparison or select Clear comparison.

Read the comparison

Each compared number shows its value, then the change, with the comparison period’s value beneath. Occupancy changes are in percentage points, such as 6 pts. Every other change is in percent. A change reads New when the comparison period had none to measure against.

Green and red appear only where higher is better, such as revenue and occupancy. Where up is neither good nor bad, such as departures or guests, the arrow is grey. Totals are each period’s own total, not an average of the rows.

How rows line up

Day-by-day reports pair the first day with the first day, the second with the second, and so on. Each row shows vs 1 Jun to name the day it was compared with.
Reports with named rows, such as channels, countries and rooms, pair the rows by name.
A row that exists only in the comparison period is still listed, marked Only in 1 Jun - 30 Jun.

When your bookings are in several currencies, each currency is compared with itself and shown in its own block. Amounts are never converted or added across currencies.

Compared downloads

A download carries the comparison. Excel and CSV add a comparison column and a change column for each number that is compared, one pair for each currency where the number is money. PDF shows the value, then the change, then the comparison value stacked in each cell. A row that is new this period shows 0 as its comparison value for counts and amounts; percentages and occupancy stay blank.

People without access to financials see no money in either period, on screen or in a download.

Download a report

Set the filters and columns as you want the file to look.
Select Download and choose Download CSV, Download Excel or Download PDF.

The file has the same filters and the same columns as the screen, in the language you use the app in. A column left out of the table because it is zero everywhere is still in the file. A download holds at most 10,000 rows; if the report is longer, the file says so and you can narrow the dates or filters.

Who sees money and guest details

Money columns, such as revenue and balance due, appear only for people who may view financials: Account owner, Manager and Property manager. For anyone else those columns are removed from the screen and from every download, not just left blank. Guest names, emails and phone numbers follow a separate permission for guest details in the same way.

If you are limited to some properties, you see only those properties in every report, and the property filter lists only them. Asking for a property you cannot see is refused instead of giving a partial report.

If something goes wrong

This report has too many rows. Narrow the dates or filters.
Too many downloads in a short time. Wait a minute and try again. This appears when you download too often in a short time.
Reports are being prepared. This takes a few minutes the first time. Figures for the occupancy and revenue reports are being prepared; the page checks again by itself.