Data user manual

Start the setup

1. Open Data from the Apaleo account app menu with access to every property in the account.
2. Complete Onboarding, including pipeline startup and Power BI report preparation.
3. Review which source tables are selected and the initial loading status.
4. Wait for the Report tab to become available, then review a known property/date range.
5. Use the optional onboarding call when choosing report pages, filters or rollout practices.

Data contains account-wide reporting. Opening it from a property app menu or with partial property access can be refused. Initial usable data can arrive before full historical loading finishes.

Read the high-level status

1. Open Pipeline and read the current status and last-updated times.
2. Check webhook readiness for new Apaleo changes.
3. Check initial data readiness and historical loading separately.
4. Review the Azure export and Power BI setup/refresh stages.
5. If rate limited or queued, inspect the displayed status before requesting another refresh.

Inspect a source table

1. Find the relevant table in the table list.
2. Review missing, queued, loading, ready or failed status, page counts, row counts and last update.
3. Use the available refresh/retry controls for a failed stage and preserve the error text if it remains failed.
4. Check the same source table before treating a low report total as a calculation issue.

A completed source fetch does not mean the Power BI report has already refreshed. The downstream stages can still be running.

Everyday reporting

1. Open Report once the pipeline marks the report usable.
2. Use the report’s page tabs to choose the operational, finance or management view available in your account.
3. Set property, date and other page filters before interpreting totals.
4. Inspect any page-specific definitions, tooltips and drill controls provided by the report.
5. Compare the same dates, property scope and refresh state when checking totals against Apaleo or Excel.

Report pages and measures belong to the account’s deployed Power BI report and can vary. The wiki describes the shared Data controls; use the page labels and definitions in your report for account-specific measures.

First-time access

1. Use Open Power BI with an eligible Apaleo user who can access every property.
2. Accept the Microsoft guest invitation on the first visit.
3. Sign in using the same email address used in Apaleo.
4. Meet the Power BI licensing requirement shown for the workspace and open the report with Viewer access.

If access is refused

1. Check that you signed in with the invited email, not another Microsoft identity.
2. Check invitation acceptance and your all-property Apaleo access.
3. Use the embedded report while the responsible administrator or support checks the workspace/licensing issue.

Opening Power BI prepares read-only access. It does not grant report editing or remove Microsoft licensing requirements.

Export a workbook

1. Choose Export Excel.
2. The current Excel export covers the account. It has no property selector and does not inherit filters from the Report view. For a property-only workbook, filter the downloaded sheets by the appropriate property columns or arrange a separately supported export.
3. Select Starter workbook for dimensions plus near-term reservations, folios, room nights and inventory; Operations for operational/availability sources; Finance for folios and transactions; or Dimensions for properties, units and unit groups.
4. Use Custom to select individual sheets: properties, units, unit groups, reservations, blocks, maintenances, folios, transactions, room nights and inventory counts.
5. Set From and To for date-filtered sheets and choose a row cap.
6. Review table readiness/size, export and download the workbook.

Handle large or incomplete exports

1. If an export exceeds the cap, narrow the date range or choose fewer sheets.
2. If a sheet is missing expected data, check its Pipeline status and the selected package/date range.
3. Use a small reproducible export when investigating a particular record.

Dimensions are exported without a date filter. Other sheets use their relevant date fields; compare like-for-like periods when reconciling.

Generated at in the workbook is the workbook creation time, not a source-data freshness watermark. Check each relevant Pipeline table’s last update and readiness separately.

Locate the issue

1. If Report is disabled, check initial data and Power BI setup readiness in Pipeline.
2. For stale figures, check last source load, Azure export and report refresh times.
3. For a missing record, verify account, property, dates, report filters and the relevant table’s readiness.
4. For Excel, check package, selected sheets, date range and row cap.
5. For PowerBI.com login issues, check the invited email, invitation acceptance and licensing.
6. Send support the account/property, report page, date range, expected record/number, table name, pipeline stage and error/screenshot.