Scheduled reports distribute previously created HR reports automatically to a selected group of internal or external recipients on a defined, repeat basis.

Step 1 - Create a new scheduled report

• Go to Reporting > Report Admin > Configure Scheduled Reports
• Any scheduled reports that have been created will be displayed together with details of their last use.
• Click on Insert New Record to create a new report
• Enter a Description for the scheduled report
• You can Enable the report by turning on the slider but you can do this once everything is set up and try a Test Run first if preferred
• Add 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
• Select a report from the dropdown to be scheduled

• If the report has a Subset or Filter Form then they will display, and the relevant criteria for the schedule must be applied

  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 in 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

• 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 October 2026 and will run every month on the first day of the month.
• Click Update to save, and then Edit to continue

Step 2 - Select the recipients

• Each report in the scheduler must have recipients attached to it, these designated recipients will see the report each time the report is run
• When you save your new report, new tabs appear
• Click on the Recipients tab
• 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 3 - Enable the scheduled report

• Once everything is set up remember to enable your scheduled report if you haven't already
• Turn on the slider in the Schedule & Report tab within the report and click Update to save
• You can check in the summary page to ensure the Enabled column shows a green tick. 

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

Test Run

• You can carry out a Test Run as soon as you've saved the report
• Click the Test Run button in the associated report
• This allows the user to just run a report once for them to check without having to wait for the next scheduled run, or risking sending it to the recipients
• 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 available in Reporting > Report Admin > Scheduled Reports Inbox
• For system administrators, it will also be available via Reports > Report Admin > Report Audit Log

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
• The default date range is the past month and can be manually amended 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
• Click into the relevant report > Report History tab
• Alongside each report run row is a Remove/Allow Access button that will disable/enable access to the specific scheduled report

Related guides

• External Accounts for scheduled reports
• Filters in reports
• Filters Forms and offsetting
• Subsets
• Page access security

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