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Scheduling Reports and Delivering Them by Email

Schedule reports to generate and email automatically. Set frequency, choose recipients, and schedule legacy and event reports.

Keywords

scheduled reports, schedule report, report scheduler, automatic reports, email reports, recurring reports, legacy reports, daily weekly monthly yearly, report delivery

Overview

Rather than opening the platform and re-running the same report every Monday, you can schedule it once. The platform generates it on the schedule you set and emails it to the people you nominate.

Scheduling is available for both generations of reporting: the New Reports set, where it arrived with the January 2024 beta, and the older legacy reports, where it arrived in release 2.8 (February 17, 2025).

Scheduling a report

  1. Go to the Reports tab in the admin portal.
  2. Open the report you want to schedule and set it up exactly as you want it delivered — date range, filters, and selected columns. Set the filters before you schedule, because the schedule captures the report as configured.
  3. Choose Schedule Report.
  4. Set the frequency. Options include daily, weekly, monthly and yearly.
  5. Enter the email addresses that should receive it. More than one recipient can be added.
  6. Save the schedule.

Note: Column selection, which lets you choose the columns in a report you export directly, does not yet apply to scheduled reports. See Choosing Which Columns Appear in Your Exported Reports. 

Frequency options

Release 2.8 introduced frequency selection with delivery to multiple email addresses. Release 2.11 added flexible legacy report scheduling by date, with daily, weekly, monthly and yearly options, so a legacy report can be tied to a specific date rather than only to a rolling interval.

Scheduled event reports

From release 2.11, event reports can be scheduled and the delivered report includes RSVP data. See Events Reports for what the event report contains and how attendance is recorded.

What the recipient receives

  • The report arrives as an email with the generated file attached or linked.
  • Your organization name appears in the report title and in the email subject line, so recipients who receive reports from several platforms can tell them apart. This was added in release 2.8.
  • Column labels reflect your site's custom naming conventions rather than default field names (2.9).

Things to check when a schedule does not behave as expected

The scheduled export does not match what I saw on screen

Scheduled exports were corrected in release 2.10.1 to reflect the filters and date ranges that were applied when the schedule was created. Release 2.13 fixed two further cases: interactive report exports and scheduled reports that included all records instead of only the filtered records, and scheduled Assignment reports that did not match the filtered records on screen. If a scheduled report still returns more records than the filtered view showed, note the report and filter combination and submit a ticket to Customer Solutions. 

No email arrives