Dynamic Reports in HotelKey PMS allow properties to access operational data, configure custom report views, organize favorites, and structure reporting layouts for ongoing workflows. With support for customized column visibility, reordered metrics, Details vs. Summary groupings, and automated background generation for large annual datasets, the Dynamic Reporting module enables users to generate tailored operational records without impacting screen responsiveness.
Summary: Aggregates totals, averages, and group-by calculations.
Manage Columns
Check or uncheck columns, or click Select All. Use the drag-and-drop icon to adjust left-to-right order.
Controls column visibility and sequence. Enable Skip Rows with All Zeros to suppress empty numerical rows.
Save Personalized View
Click Save in the configuration panel, then click the Saved Views icon in the report toolbar.
Names and saves the customized layout for instant reuse on future runs without manual reconfiguration.
Run Report
Select date parameters and click Run. For ranges $\ge 365$ days (up to 366 days), the system queues background export.
Renders on-screen data or generates a downloadable background file.
📷 VISUAL CALLOUT:
Report Catalog Search & Information Tooltip
Search bar view showing report results with the cursor hovering over the information (i) icon, displaying the contextual description tooltip and accessing the report Knowledge Base Article (KBA).
Report Catalog Search & Information Tooltip
Layout & Display Configuration Options
Details View: Displays raw, itemized transactional data rows across selected columns.
Select All: Quickly selects or deselects all available data columns in the active section.
Drag-and-Drop Move Handle: Vertical drag controls adjust column sequence, mapping directly to left-to-right column order in the final output.
Remove Section: Completely removes an entire metric section from multi-section reports.
Saved Views Functionality: Stores user-configured column orders, filters, and display modes under a named profile for recurring operational tasks.
📷 VISUAL CALLOUT:
Dynamic Report Configuration & Toolbar Controls
Report interface capture highlighting the top toolbar icons (Saved Views, Filter, Configuration/Gear, Favorite Star), alongside the column configuration panel with drag-and-drop ordering handles and the Details/Summary toggle.
Dynamic Report Configuration & Toolbar Controls
Customization & Platform Features
User & Property Preferences
Personal Preference: Tailor your individual view by hiding or dragging columns. Your preference saves automatically for future sessions.
Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting.
Report Toolbar & Quick Actions
Use the top-right toolbar icons on the report page to manage and export your data view (Note: Background Export, Bar Chart and Group By features are not available on every report.):
Icon
Action / Feature
Description
Knowledge Article
Opens the knowledge base article to learn how to interpret this report.
Background Export
Allows users to download up to 365 days of data directly to their computer in CSV format.
Saved Views
Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
Bar Chart
Displays report data in a visual bar chart format.
Filter
Opens filter controls to isolate specific data within a column based on your selected criteria.
Highlight
Highlights column values in a designated color based on selected conditions.
Export
Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
Configure
Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
Additional Configuration
Provides advanced report configuration and display formatting options to customize data presentation.
Group By
Summarize and group report data dynamically in real time.
Extended Date Ranges, Background Processing & Output Rules
Date Range Support (Up to 366 Days): The calendar date selector accommodates date spans up to 366 consecutive days, fully supporting complete annual audits and leap years.
Automatic File Generation Threshold (365$ Days): To optimize system performance, queries covering 365 days or more bypass the on-screen preview grid and run directly as downloadable background export files (such as CSV or XLSX).
Asynchronous Background Processing: Heavy reporting queries run asynchronously in the background, keeping the user interface active for ongoing front desk and operational tasks.
Download Notifications & Links: Once background processing finishes, the system dispatches a toast notification banner and an automated email containing the download link.
System Query Limits: To protect server resources and maintain platform responsiveness, users are limited to running a maximum of two simultaneous 365-day reports concurrently.
Automatic 10 MB File Compression: Any generated CSV or Excel report that exceeds 10 MB in file size is automatically compressed into a .zip archive before delivery.
Multi-Page Report Footers: Every page of a multi-page document automatically prints the official report title in the footer, preventing document mix-ups during financial audits and shift turnovers.
