Scheduled report delivery

Scheduled delivery takes a saved report and sends it to a client on its own: every week or every month, a fresh snapshot of the period just ended is published and its link emailed to the people you name. It is the By email option under Sharing a report, repeated so nobody has to remember to do it.

Scheduled delivery is part of the paid plan. Sharing a report by hand is not, and stays free.

Setting one up

1. Go to Reports → Saved reports.
2. On the report you want to send, select Schedule.
3. Choose the client, Weekly or Monthly, and type the email addresses.
4. Decide whether opening it needs the reader to confirm their email address, and whether to name who did the work.
5. Select Schedule delivery.

Only managers, administrators and owners can schedule a report, and only a summary. A Detailed time report lists individual entries, so it cannot be scheduled, for the same reason it cannot be shared by email.

What goes out, and when

• Weekly runs on the first day of each week, by your workspace's week start, and covers the week just ended. With weeks starting Monday, the delivery on Monday 2 November covers 26 October to 1 November.
• Monthly runs on the 1st and covers the month just ended.
• Both go at 7am in your workspace's time zone.

Each run is a new snapshot, with the period in its title. Earlier ones stay where they are, so last month's link still shows last month. Every one appears under Reports → Shared, where you can see who opened it or revoke it.

What the client sees is exactly what a hand-sent report shows: hours for that client and that period, with no rates, amounts or costs, and names only if you ticked Show who did the work.

The report uses its saved grouping and its billable filter. Its saved date range is ignored; the schedule decides the period.

Pausing, resuming and deleting

The Scheduled deliveries list under Saved reports shows every schedule in the workspace: the report, the client, how often, who it goes to, when it next runs, and how the last run went.

• Pause stops it without losing anything. A paused schedule sends nothing.
• Resume starts again from the next period. It does not catch up on the ones it missed while paused.
• Delete removes the schedule. Reports it already sent are not touched.

When a delivery does not go out

The last run's problem is shown under Last. Then the schedule moves on to the next period rather than retrying, so a client never gets a pile of late reports at once. The common reasons:

• The paid plan ended. Deliveries stop and say so. Schedules stay listed, and you can still pause or delete them; resuming or creating one needs the plan again. Reports already sent stay readable.
• The person who set it up is no longer a manager here. A schedule runs with its creator's access, so it stops when that access goes. A manager can recreate it.
• The workspace reached its sending limit. Scheduled emails count toward the same hourly and daily limit as everything else sent outside the workspace. The report is still published, and its link is under Reports → Shared to send yourself.
• The saved report was deleted, or changed into a detailed report.

Asking the assistant

report_schedules answers "what reports go out automatically?" and "did Northwind get last week's report?", including the last error.

schedule_report sets one up, but always paused. Nothing is published or emailed until somebody resumes it from the Scheduled deliveries list. Sending a client a link every week is a decision a person makes, not one made in a conversation.