How to create a Scheduled report?

Summary

This guide will walk you through scheduling and sending reports. Scheduled reports can be set to send automatically on a daily, weekly, or monthly basis to specified recipients, both internal and external. This feature is helpful for automating reports you need on a regular basis—such as a weekly Bookings Report—saving time and effort.

Note: Before scheduling a report, make sure you have created it. Refer to our guide on Creating a New Report if needed.

Step-by-Step Guide

1. Access the Reporting Module

• From the home page, go to the Reporting Module.
  
  

2. Select and Schedule a Report

• Select the report you wish to schedule and click on Schedule.
  
  

3. Configure Report Schedule Details

Fill in the following fields to set up the report schedule:

• Name: Enter a name for the scheduled report.
• Description (Optional): Briefly describe the report.
• Type (Internal or External):
  • Internal: Sends to Flow users.
  • External: Allows entry of non-Flow email addresses.
• Format: Choose CSV or XLSX.
• Restrict by Recipient Permissions: Tick this option if the report should follow the recipient’s access permissions.

Frequency and Timing

• Frequency: Select Daily, Weekly, or Monthly.
  • Time: Specify the time of day to send the report.
  • Day of the Week: If weekly, choose a day (e.g., Monday).
  • Day of the Month: If monthly, choose a date (e.g., 3rd of each month).

4. Add Recipients

For Internal Recipients

• Select recipients from the dropdown.
• Set specific days (if Weekly) or a date (if Monthly) for sending.
  Weekly:
  
  
  Monthly:
  

For External Recipients

• Manually enter email addresses, separated by commas.
  
  

Note: You can also schedule the report to be sent to an SFTP (Secure File Transfer Protocol) location if set up.

5. Customize the Email (Optional)

• Personalize the email subject line and body message as desired.
  
  

6. Complete and Save

• Click Create to finalize the schedule.

Additional Options

Run the Report Immediately

• To send the report immediately, click Run Now. This will trigger the report to send to all specified recipients instantly.
  
  
  
  

Download and View Report

• Note: Recipients can download the report within 2 days of receiving it; the download link expires after that. If needed, you can send the report to an SFTP location as an alternative.
  
  

  

• To manually download a report, select Download in the emailed report.

Manage Scheduled Reports

• To view, edit, or delete scheduled reports:
  • Hover over the left column and select Scheduled Reports.
    
    
    
    
    
  • You can View, Edit or Delete them
    
    
  • You can also choose Run Now to send any scheduled report immediately by clicking on 'view' first.