Reports & Analytics
Comprehensive insights into your commercial real estate portfolio through rental, occupancy, and lease analysis.
Overview
The Reports section provides comprehensive insights into your commercial real estate portfolio through three main categories of reports. Each report is designed to help property owners, investors, and property managers analyze different aspects of their real estate assets.
Getting Started
Accessing Reports
Navigate to the Reports page to view your complete reporting dashboard. The page shows three report category cards, each listing its reports. Click a report's name to open it.
Who Can See Reports
Reports are available to members whose role includes reports access — Owner, Admin, and Property Manager. Anyone else who opens a report sees a "You don't have access to this page" message. Ask an Owner or Admin in your organization if you need access.
Report Categories
Reports are organized into three main categories, each focusing on different aspects of your portfolio:
💳1. Rent Reports
Everything you need to know about current rents
Rent Roll
Purpose: A detailed summary of this month's rental income across your properties, with each leased space and its lease terms.
- Each property is a summary row, with its leases and vacant units listed beneath it
- Columns: Name, Lease Exp. Date, Days to Lease Exp., Total Leasable Area, Occupancy, Base Rent / Month, and Base Rent / SQFT
- Click a property, lease, or vacant unit to open it
Filters:
- Property and Portfolio — limit the report to the properties you pick
- Unit Occupancy Status — Occupied (leases only) or Vacant (vacant units only)
- Total Leasable Area — Small (< 10,000 sqft), Medium (10,000 - 50,000 sqft), or Large (> 100,000 sqft)
- Lease Expiration — Next 30 Days, Next 90 Days, Next 180 Days, Next Year, or a custom end date
Rent Projections
Purpose: Forecast future rental income for your active properties, built from each lease's rent schedule and its defined rent escalations.
- One column per period plus a Total column, covering the next 12 months by default
- Each property shows a subtotal; expand it to see the rent for each of its leases, and click a lease to open it
- A portfolio-wide total row at the bottom
Filters:
- Property, Portfolio, and property Type
- Date Range — This Month, Next Month, This Quarter, Next Quarter, This Year, Next 12 Months, Next Year, or Next 60 Months
- By — group the columns by Months, Quarters, or Years
- Show Per Sqft — show rent per square foot instead of total dollars
🏢2. Occupancy Reports
Everything you need to know about current occupancy
Occupancy Report
Purpose: Shows how much of each active property is leased and how much is vacant, with easy drill-down into the vacant units. Occupancy is calculated from the square footage of units on an active lease against the property's total square footage.
- Columns: Name, Occupancy, Total Sq Feet, Total Vacant Sq Feet, and Vacant Units — plus Last Updated from the columns menu
- Each vacant unit appears as a chip; click it to open the unit
- Search properties by name or address, and filter by Property, Portfolio, and property Type
Occupancy Projections
Purpose: Forecasts each property's occupancy over the coming periods, based on the lease periods recorded on your leases.
- One row per property and one occupancy percentage column per period, covering the next 12 months by default
- Filter by Portfolio
- Date Range — This Month, This Quarter, Next Quarter, This Year, or Next Year
- By — group the columns by Months, Quarters, or Years
📋3. Lease Reports
Everything you need to know about current leases
Top Leases
Purpose: Ranks the leases across your portfolio by annual rent, so you can see your most valuable tenants at a glance.
- Choose Show top 5 (default), 10, or 15
- Columns: Tenant, Area, Expiration, Rent this month, Monthly Rent, and Annual Rent — plus Updated At from the columns menu
- Click a row to open the lease
Expiration Report
Purpose: Critical for lease management and renewal planning by tracking upcoming lease expirations across your portfolio.
- Leases Expiring filter: Next 30 Days, Next 90 Days (default), Next 180 Days, Next Year, or Custom — pick a single date to see leases that expire before it
- Columns: Tenant, Property, Area, Expiration, Monthly Rent, and Annual Rent — plus Updated At from the columns menu
- Click a row to open the lease, or the property name to open the property
- Covers your whole portfolio — there is no property filter
How to Use Reports
Accessing Reports
- Navigate to Reports: Click on the Reports section in your main navigation
- Find the Category: Locate the card for rent, occupancy, or lease reports
- Select Specific Report: Click on the individual report you want to view
Report Features
Filtering Data
- Property and Portfolio filters (pick the properties or portfolios to include)
- Date ranges on the projection and expiration reports (preset ranges, plus a custom end date on the Rent Roll and Expiration Report)
- Unit occupancy status and total leasable area filters on the Rent Roll
- Property type filters on Rent Projections and the Occupancy Report
- Filters are kept in the page address (except the Top Leases count), so a filtered report can be bookmarked or shared
Interactive Features
- Export any report to an Excel (.xlsx) file
- When filters are applied, Cardinal asks you to confirm before exporting only the filtered results
- Click on property, lease, and unit names to navigate to details
- Show or hide columns from the columns menu on the Occupancy, Top Leases, and Expiration reports
- Hover over info icons on the Reports page for detailed tooltips
Common Workflows
Analyzing Portfolio Performance
- Start with the Rent Roll to understand current income
- Review Occupancy Reports to find vacant space and units
- Check Rent Projections for future income planning
- Export data for offline analysis and reporting
Lease Management Planning
- Access Expiration Report for upcoming renewals
- Choose how far ahead to look (next 30, 90, or 180 days, next year, or a custom date)
- Review tenants, properties, and monthly and annual rent
- Plan renewal strategies and negotiations
Investment Analysis
- Use Top Leases to identify key revenue sources
- Analyze Occupancy Projections to see how occupancy will change as leases end
- Combine multiple reports for comprehensive analysis
- Export each report to Excel for investment presentations
Regular Monitoring
- Set up regular report review schedule
- Monitor occupancy trends monthly
- Track lease expirations quarterly
- Update financial projections based on report insights
Best Practices
Effective Filtering
- Set up desired filters before analyzing data
- Use date ranges for time-sensitive analysis
- Combine multiple filters for targeted insights
- Bookmark a filtered report to return to the same view later
Data Export
- Export filtered results to Excel for offline analysis
- Download key reports regularly for record-keeping
- Use exported data for presentations and meetings
- Maintain historical snapshots of key metrics
Report Integration
- Use multiple report types together for comprehensive analysis
- Leverage interactive elements for detailed exploration
- Cross-reference data across different report categories
- Keep reports updated with current lease information
Technical Features
- Real-time Data: All reports are calculated from the current leases, units, and property records in Cardinal
- Responsive Design: Reports work seamlessly on desktop, tablet, and mobile devices
- Integration: Property, lease, and unit names link straight to their pages in Cardinal
- Excel Export: Every report exports to an .xlsx file
- Performance: Large datasets handled efficiently with smart loading and filtering
Support & Help
- Hover over information icons (ℹ️) next to report names on the Reports page for detailed tooltips
- Use filtering options to narrow down data to what you need
- Contact support for advanced reporting needs or custom data exports
- Seeing "You don't have access to this page"? Reports require the Owner, Admin, or Property Manager role — ask an Owner or Admin in your organization