Scheduled Reports

A scheduled report is a report that is sent out via email at specified times. You can identify and choose what is included; who should get the report, and how often it will be sent. The scheduled report contains data for the time frame you selected, relative to the time you set the scheduled report to execute.

To schedule a report, go into REPORTS and select the desired report you would like to schedule. Expand the ‘SCHEDULE REPORT’ accordion, then complete the next steps.

  1. Select the criteria above the ‘schedule report’ section prior to completing the below steps. For example, if you would like to schedule a report for a particular event/activity, or any other criteria such as specific sales date range, performance/session date range, you’ll need to complete this first. The key is if you need to receive a rolling report, see option 6 (Relative Sales Date and/or Relative Performance Date.
  • Enter the Report Name that will appear to the recipient(s). This is useful if you are scheduling multiple reports.
  • Enter the recipient(s) email address. To schedule the report to multiple recipients, enter email addresses separated by a semicolon (this symbol “;”).
  • Select when to receive the report:
  • Hourly
  • Daily
  • Weekly
  • Monthly
  • Yearly

Tip: time is set to 24-hour time, i.e. 11pm is 23. Minutes is up to 59.

  • Select an end date for the report, which is when the report will be scheduled automatically until.
  • Various reports also have Relative Sales Date and/or Relative Performance Date.
  1. Relative Sales Date
  2. Relative Performance Date

Tip: Reports such as Operator Login and Browser Device do not have these options available as they are not based on sales or performance/session data. Other reports such as the Gift Voucher Reports do not have relative performance date as it’s based on performances/sessions but rather sales date and hence the relative sales date applies. 

  1. Relative Sales Date: Shows only sales relative to schedule frequency.

Enter a value in days. i.e. 5 days (being for last 5 days, generally not including the current day unless you select the option ‘Include current days data’ which will include sales data right up to the time of the report being generated.

Also, if you entered 5 days as the relative sales date, this is a rolling sales date, and hence the system will keep on rolling to the previous 5 days from the current day. If today is the 30th Dec 2020, 5 days prior is 25 Dec, on the 31st December, 5 days prior is 26th December. For a fixed sales date range, use the sales parameters at the start of each report (where relevant).

  • Relative Performance Date: Shows only performances/sessions relative to schedule frequency.

Enter a value in days i.e. -5 days (being for last 5 days) or 5 for future performance/session dates. For example, if you wanted a report every day at 10pm for the performances/sessions for the next 365 days, enter 365 days. The system will then send you data at your scheduled time (daily, hourly, weekly etc)   

  • Include Bank Reconciliation Time: This option will only be available for certain reports and if you have previously set a reconciliation time in Settings > Organisation Settings > Step 4: Finance Setup > Bank Reconciliation Time.
  • Include current days data: Selecting the option ‘Include current days data’ will include sales data right up to the time of the report being generated. For example, if you need a sales report sent every day at 10pm, and it needs to include data for the previous day and the current day right up to 9.59pm, this checkbox should be selected.

View Scheduled Reports

Scheduled reports are visible from the Reports Dashboard by clicking ‘View Scheduled Reports’.  You’ll be presented with the following:

  1. Filter scheduled report listing- Select a report type from the existing reports to narrow down the report type you are searching for.
  2. Click the active switch to show only active reports or leave if off to include inactive reports in your search. Any individual report can also be made inactive by flicking the active switch to grey (rather than orange) directly from the table itself.
  3. The report schedule shows details about each report listed including the report name, type, frequency and all other parameters previously selected.
  4. Created date will show when the report was created while start and end date will show when the report will start sending to the relevant email address(s) and when the report is scheduled to stop.
  5. Last Run: Is when the report was last sent to the relevant email address(s). If the last run is blank, the report is likely to be a new scheduled report that hasn’t been sent.
  6. Next run: When the report is scheduled to be sent next.
  7. Click the bin icon to delete a report or if you would like to make it inactive, just in case you may use the report in the future, flick it to inactive.
  8. Click edit to edit the report and change all the parameters including report name, email address(s), frequency of the report and more.

Relative Sales Date

Shows only sales relative to schedule frequency. Enter a value in days. i.e. 5 days (being for last 5 days, generally not including the current day unless you select the option ‘Include current days data’. Also, if you entered 5 days as the relative sales date, this is a rolling sales date, and hence the system will keep on rolling to the previous 5 days from the current day. If today is the 30th Dec 2020, 5 days prior is 25 Dec, on the 31st December, 5 days prior is 26th December. For a fixed sales date range, use the sales parameters at the start of each report (where relevant).

Relative performance date

Shows only performances/sessions relative to schedule frequency. Enter a value in days i.e. -5 days (being for last 5 days) or 5 for future performance/session dates. For example, if you wanted a report every day at 10pm for the performances/sessions for the next 365 days, enter 365 days. The system will then send you data at your scheduled time (daily, hourly, weekly etc)  

Include Bank Reconciliation Time:

This option will only be available for certain reports and if you have previously set a reconciliation time in Settings > Organisation Settings > Step 4: Finance Setup > Bank Reconciliation Time.

Include current days data: Selecting the option ‘Include current days data’ will include sales data right up to the time of the report being generated. For example, if you need a sales report sent every day at 10pm, and it needs to include data for the previous day and the current day right up to 9.59pm, this checkbox should be selected.