Scheduling Reports
Scheduled reports let you automatically email saved reports to yourself and your colleagues on a recurring basis. Configure it once, and the right people get the right data at the right time — no manual effort required.
Getting There
- Click Reports in the sidebar.
- Open an existing report, or create a new one.
- Click Edit to access the scheduling options (at the bottom of the configuration form).
How Scheduling Works
When you schedule a report, EventWorks runs it automatically at the time you specify and sends individual emails to each recipient. Each email includes:
- The report name as the subject line
- A message saying the scheduled report is attached, with a link to the report name
- A View Report button linking directly to the report in EventWorks
- A CSV attachment with the report data in spreadsheet format
- A PDF attachment with a print-ready version of the report
- An Unsubscribe link so recipients can opt out without needing admin help
In addition, a version snapshot is automatically saved each time a scheduled report runs. This enables features like version comparison on pipeline reports.
Setting Up a Schedule
The scheduling options are found at the bottom of every report's configuration page, inside a highlighted section.
Step 1: Choose the Frequency
Select one of the scheduling options:
| Frequency | When it runs | What you configure |
|---|---|---|
| None | No schedule (manual only) | — |
| Daily | Every day at a set time | Choose the time |
| Weekly on [day] | Once a week on a specific day | Choose the day of the week and time |
| Monthly on [day] | Once a month on a specific date | Choose the day of the month (1–31) and time |
Step 2: Set the Time
Enter the time of day you want the report to be generated and emailed.
Tip: Schedule reports for early morning (e.g. 7:00 AM) so they're waiting in your team's inbox when they start work.
Step 3: Add Recipients
Select which users should receive the scheduled report. Only active users with a valid email address will receive the emails.
To add recipients:
- In the Recipients section, select the users who should receive the report.
- You can add as many recipients as needed.
- Click Save to store the schedule.
Each recipient gets their own individual email with a personalised unsubscribe link.
Step 4: Set PDF Options
The schedule section also includes PDF layout options that control the format of the attached PDF:
- Orientation — Choose Portrait or Landscape
- Format — Choose the page size (e.g. A4, Letter)
Tip: Use Landscape orientation for reports with many columns. The PDF will be easier to read.
Managing Scheduled Reports
Changing the Schedule
- Open the scheduled report.
- Click Edit.
- Adjust the frequency, day, time, or recipients.
- Click Save.
Removing a Schedule
- Open the report.
- Click Edit.
- Set the scheduling option to None.
- Click Save.
The report remains saved but will no longer be emailed automatically.
Unsubscribing from a Report
If you're receiving a scheduled report you no longer need:
- Open any email you've received for that report.
- Click the Unsubscribe from this report link at the bottom of the email.
- Confirm the unsubscription on the page that opens.
This removes you from that report's recipient list. Other recipients continue to receive it. No login is required — the unsubscribe link is cryptographically signed for security.
Note: You can also be removed from a report by another user. They can edit the report and remove you from the recipients list.
Version Snapshots
Each time a scheduled report runs, EventWorks automatically saves a version — a frozen snapshot of the data at that point in time. This is valuable because:
- You can view past versions to see what the data looked like on previous dates
- Some report types (like the Pipeline Summary) automatically show the difference between the current data and the last version, so you can see what changed
- Versions can be exported in CSV, Excel, or PDF format, just like the live report
To view versions, open the report and scroll to the Saved versions section at the bottom of the page.
Tips & Best Practices
Tip: Schedule your most important reports to arrive on Monday mornings. A weekly Pipeline Summary and Events List give your team a complete picture to start the week.
Tip: Use daily scheduling for time-sensitive reports like Status Change or Cash Flow. Weekly or monthly scheduling suits broader reports like Top Clients or Account Finance summaries.
Tip: Be selective with recipients. Only add people who will actually use the report — too many irrelevant emails leads people to ignore important ones.
Tip: Use version snapshots to track trends. Pipeline Summary reports scheduled weekly create an automatic log of how your pipeline changes over time.
Tip: If you schedule a report for the 31st of the month, it will only send in months with 31 days. Use the 28th or earlier for consistent monthly delivery.
Frequently Asked Questions
Q: What format are the email attachments?Each scheduled report email includes both a CSV file (for spreadsheet analysis) and a PDF file (for reading or printing).
Q: Can I schedule a report to multiple people?Yes. Select as many recipients as you need. Each person gets their own copy of the email with a personalised unsubscribe link.
Q: What happens if a user is deactivated?Deactivated users are automatically excluded from scheduled report emails. You don't need to manually remove them.
Q: Can I unsubscribe someone else from a report?Yes. Edit the report and remove the user from the recipients list. Alternatively, each recipient can unsubscribe themselves using the link in their email.
Q: What time zone are scheduled reports based on?Reports are sent based on your EventWorks instance's configured time zone. Check with your administrator if you're unsure what that is.
Q: Will I still get a report if there's no data for that period?Yes. The report is generated and sent even if the results are empty. This can be informative — an empty pipeline report tells you there are no events matching your filters.
Q: Can I schedule the same report at different frequencies?No. Each saved report can only have one schedule. If you need the same report at different frequencies (e.g. daily and monthly), use Duplicate to create a copy and schedule each one separately.
Q: What happens to the schedule if I delete the report?The schedule is removed along with the report. Recipients will stop receiving emails immediately.