Use Scheduled Reports to automatically email your saved custom reports as CSV files to your team at regular intervals. This automates routine reporting and ensures consistent data delivery without manual exports.
This feature is available only for accounts on the Advanced subscription plan.
This feature applies to saved custom reports only and currently exports in CSV format only.
Only users with the Report Builder permission can see or use Scheduled Reports.
What are Scheduled Reports?
Scheduled Reports let you pick any saved custom report and:
- Set a schedule: Daily, Weekly, Monthly or Annual.
- Choose a time: Time is interpreted in the account's configured timezone.
- Select a filtered view: Any saved view available to you, or the explicit Default Filtered View.
- Define email subject & body: Use placeholders (see Placeholders section below for more information).
- Choose recipients: Staff members and teams (external email addresses are out-of-scope).
Create / Edit Scheduled Report
Click Create Scheduled Report (or drill in to an existing row) and complete the sections below.
- Choose report + filtered view
- Select report: Pick any saved custom report from the dropdown.
- Select Filter View:
- Choose any saved view available to your user account.
- Default Filtered View is an explicit option and selected by default.
- Schedule configuration
- Frequency: Daily / Weekly / Monthly / Annual.
- Daily: Runs every day. The Days of Week field is pre-filled with all days (Monday–Sunday) and is not editable.
- Weekly: Runs on specific days of the week. The Days of Week control allows multiple selections (for example, Monday + Wednesday + Friday).
- Monthly: Runs on specific days of the month. The Days of Month control allows multiple selections (for example, 1, 15, 28).
- Annual: Runs once per year on a specific date (day + month).
- Time:
- Select a single time for the report to run.
This time is based on the time zone configured in your Organisation Settings. - Date:
- Enter the date in DD/MM format.
- Frequency: Daily / Weekly / Monthly / Annual.
- Email configuration (subject, body and placeholders)
- Subject & Body:
- Subject: max 150 characters.
- Body: max 10,000 characters.
- Both fields support placeholders.
- Placeholders panel:
- The list of available placeholders is presented in a collapsible accordion to reduce visual dominance.
- Click to expand, copy the placeholder into subject or body, then collapse.
- Subject & Body:
- Choose recipients (staff and teams)
- Recipient types:
- Add staff members.
- Add teams.
- External email addresses are not currently supported.
- Dynamic filter behaviour:
- If a Filter View contains a dynamic filter such as “Staff member viewing the report”, the scheduled report will be evaluated as the creator of the scheduled report at runtime.
- A warning popup explains this behaviour and requires confirmation before saving to prevent accidental data exposure.
- Recipient types:
- Permissions & locking
- Who can create: Only users with Report Builder permission can create, view, or edit Scheduled Reports.
- Locked fields:
- The creator of the scheduled report is recorded and cannot be changed.
- The timezone used for the schedule is locked to the original configuration and cannot be edited later.
- Editing and deleting Scheduled Reports
- Edit:
- Click the kebab menu > Edit Scheduled Report.
- You can update schedule frequency, time, days, the selected filter view, subject/body/placeholders, and recipients.
- Creator and timezone remain locked and cannot be changed.
- Delete:
- Click the kebab menu > Delete and confirm.
- Deletion prevents further runs and email deliveries for that schedule.
- Edit:
- Placeholders
Use the following placeholders in your email subject or body. They will be replaced with the relevant values when the scheduled report is generated.
- {Scheduled Report Name} - The name of the scheduled report
- {Report Name} - The name of the report being generated
- {Filter View Name} - The name of the filter view applied
- {Export Year} - The year when the report is generated (e.g. 2025)
- {Export Month} - The month when the report is generated (e.g. January)
- {Export Day} - The day when the report is generated (e.g. Monday)
- {Export Date} - The date when the report is generated (e.g. 2025-08-01)
- {Export Time} - The time when the report is generated (e.g. 19:15, UTC)
- Troubleshooting and tips
- No email received:
- Confirm the schedule time and account timezone.
- Verify recipients (staff/teams) are correctly selected and active.
- Ensure the scheduled report still exists and hasn’t been deleted.
- Data doesn’t match expectations:
- Verify you selected the intended Filter View.
- Check for dynamic filters (for example, “Staff member viewing the report”) and understand they resolve to the scheduled report creator at runtime.
- Subject/body changes not saving:
- Make sure the subject is 150 characters or less and the body is 10,000 characters or less.
- Fix any validation errors and save again.
- Large recipient sets:
- Use teams to group recipients rather than adding many individual staff members.
- No email received: