Plan requirement
| Subscription | Any plan |
| Also required | Workforce Management or Workforce Engagement Management |
| Access | Admin |
A scheduled export sends an email with a link to a CSV, not the numbers themselves. That comes first, because it changes who this is useful for.
Schedule one
- On the Reports page, schedule an export. It can run once or on a recurring schedule.
- Under Repeat every, set how often it generates.
- Under On, pick the day or days of the week, month or year.
- Under At, pick the time of day.
- Under With data from previous, set the period the data covers.
- Select the recipients, then send yourself the first one and open it as they will.
Admins and users with the permission can schedule these.
Who this is for, honestly
Recipients get an email with a link to download the export as a CSV. So this suits somebody who wants the data: finance reconciling hours, an analyst combining it with something else, a payroll run.
It suits a manager who wants one number less well than it sounds. They still have to follow a link, download a file and open a spreadsheet, and a person who will not learn another interface will not reliably do that either. For that audience, put the number in the message you send them.
Complete periods only
A weekly report on Monday covering last week. A partial period always looks like a collapse in whatever it measures, and somebody will ask about it every time.
Send it when it will be read
Monday morning for a weekly, the first working day for a monthly. Friday evening means it is read on Monday alongside everything else, or not at all.
Say what is in it
The subject line should carry the period, and With data from previous is what decides that period, so set the two to agree. These files get saved and quoted months later, and a CSV without its period in the name is a number that will be misused.
It contains data about people
Working hours, absence, adherence. Once emailed it is in inboxes outside your controls and it can be forwarded.
Keep individual-level reports off scheduled distribution unless there is a specific reason and the recipient list is right.
Review the recipients twice a year
Scheduled reports outlive the people they were set up for, and they keep sending to somebody who left.
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