The Report Scheduler can be used to distribute previously created HR reports. Reports are attached to a Schedule to be automatically distributed to a selected group of internal or external recipients on a defined, repeat basis.

Step 1 – Create a new schedule

• Go to Reporting > Report Admin > Configure Scheduled Reports
• Any schedules that have already been created will be displayed together with details of their last use.
  Click on Insert New Record to create a new schedule
• Enter a Description for the schedule, email name(s) for the Completion Email Recipient and for the Failure Email Recipient. Note: these do not need to be recipients of the reports
• On the Schedule select the time period for the schedule to be run and complete any resulting information that is presented as required. The options presented at this point will vary dependent on the time period selected.  Ie Run Once, Daily, Weekly, Monthly
• In the example screenshot below the schedule has been set up to run on a monthly basis, it will commence on the 1 July 2025 and will run every month on the first Monday of the month.
• Click Update to save

Step 2 – Attach the reports

• In the Scheduler summary click on the relevant schedule in the list, then the Reports tab
• Click Insert New Record

• Each report in the schedule can be enabled or disabled as required. This will not affect the schedule as a whole
• Click Update
• If another report is to be included in this schedule then click Add another record
• Repeat the steps to continue adding reports to the schedule as required

Profile

• Reports run based on the selected profile, not the recipient’s security profile so the warning at the top of the screen refers to this important point:

• Only HR-type user role profiles are available for selection. These profiles determine the security context under which the report runs; in other words, what data is included the report. This is not based on the permissions of the recipients, but on the profile chosen when setting up the report
• The list of available profiles will only include roles with the same or lower permissions than your own. You cannot select a profile with higher access than your own, which helps maintain data security

Step 3 – Select the recipients

• Each report in the schedule must have recipients attached to it, these designated recipients will see the report each time the report is run
• Open the relevant schedule and then in the Reports tab click on the relevant report
• Click on the tab labelled Recipients – this can only be accessed when the report has been saved in the schedule
• There are two types of recipient:
  • Internal User
  • External User Group

Internal User

• Internal users are people already set up in HR
• Click Add Internal User – a list of employees will be presented
• Use the filtering options and/or scroll options to locate the required name
• Click on the name in the list to add
• Continue adding internal recipient names as required

External Group

• External users are people not in your HR system but can be given a specific login just to access their reports (such as automatically providing an external benefits provider with monthly starters and leavers).  They need to be set up before you can add them to a scheduled report
• Click Add External User Group – a list of previously created user groups will be presented
• Use the filtering options and/or scroll options to locate and select the required group
• Click to select
• Continue adding external groups as required

Step 4 – Enable the schedule

• Having created the schedule, attached the reports and selected the recipients, it must then be enabled before it can run
• Turn on the slider in the overall Details section of the schedule and click Update to save

• You can check in the summary page to ensure the Enabled column shows a green tick.  Clicking the arrow on the left will expand so you can check which reports are attached to the schedule and whether they are also enabled

• When the schedule runs the recipients will receive an email with a link to the report

Test Run

• Having created the schedule there is the ability to carry out a Test Run
• The test run can be completed on the overall schedule or a specific report by clicking the button in the associated screen
• This allows the user to just run a report once and check the content within minutes, without having to wait for the next scheduled run which might be hours or days away.  Confirmation boxes will pop up to explain the report will only be available for the person completing the test run

• The schedule process runs every few minutes (the exact interval is determined on set up)
• The test run for a report will be visible under the History tab of the Report Scheduler details for this report. For system administrators, it will also be available via Reports > Report Admin > Report Audit Log
• The report will be available in Reporting > Report Admin > Scheduled Report Inbox

Report Audit Log

• Within each report you can click on the Audit Log tab to see who has received and viewed the report that has been made accessible, and this can be exported as needed

• Alternatively on the Configure scheduled reports overview page there is a shortcut to the main Report Audit Log page (within Reporting > Report Admin) if you wish to view an audit of all reports
• A System Administrator licence is required to access this area

Report History

• After a schedule has been run it is possible to prevent/allow access to the report
• Go to Reporting > Report Admin > Configure Scheduled Reports
• Alongside the schedule there is a Run History button
• This will display the instances of this schedule having been run
• The Remove/Allow Access button will disable/enable access to the specific scheduled report(s)

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