Build a custom report and email it on a schedule
Reports, then Custom Reports, lets you choose a subject, filter, group and sort it, pick the columns, and export to CSV, Excel or PDF. Save the layout as a template and schedule it to be emailed daily, weekly or monthly.
Available on Pro Enterprise
Open the report builder
Go to Reports. The Custom Reports card has two buttons: Open Builder, which opens the Customize Report page, and Schedules, which opens the scheduled exports. A report card for a subject such as employees, attendance, payroll or leave opens a preview of the first 50 rows, with Export Excel and Export PDF for the full report and Customize to change the layout.
Customize a report
- Select Open Builder, or Customize on a report preview. The page is titled Customize Report. Change Report on to switch subject.
- Set the Report Scope. Leave, attendance and client billing reports need a Date From and Date To, or one of the quick ranges: This Month, Last Month, Past 3 Months or Year to Date. A payroll report needs a Payroll Run.
- Select Add Filter to narrow the records. With no filters, the report includes all matching records.
- Under Group, Sort & Export, choose Group By, Sort By, Direction and Format: CSV, Excel (.xlsx) or PDF.
- Under Select Columns, tick the columns to include. They are grouped by category. Select All and Clear All change every box at once.
- Select Generate Report.
Save a template
Enter a name in Template name... and select Save Template. Saved templates appear in the Saved Templates list. Select one to load its columns. Use the delete button to remove a template you created.
Email a report on a schedule
- Go to Reports and select Schedules on the Custom Reports card. The page is titled Scheduled Exports.
- Select New Schedule.
- Enter a Schedule Name and choose the Report Template.
- Choose the Frequency: Daily, Weekly or Monthly. For weekly, choose the Day of Week. For monthly, choose the Day of Month, from 1 to 28, to avoid month-end gaps.
- Enter the Recipients as comma-separated email addresses.
- Select Create Schedule. The button appears once you have a saved report template.
The list shows each schedule's template, frequency, recipients, Next Run, Last Run and status. Use the pause button to pause a schedule, and the same button to resume it. Select the trash icon to delete it.
Related
Questions people ask
Which formats can I export?
CSV, Excel (.xlsx) and PDF.
Why does the page ask for a date range or a payroll run?
Leave, attendance and principal client billing reports need a date range, capped at 366 days. A payroll report needs a payroll run, and only Approved or Paid runs are listed.
Can I reuse a layout?
Yes. Enter a Template name and select Save Template. Saved templates are listed on the right. A built-in template shows a Built-in badge and cannot be deleted.
How do I send a report by email automatically?
Open Schedules on the Custom Reports card, select New Schedule, and choose a saved report template, a frequency and the recipients.
Is the full Customize builder on every plan?
No. The filter and sort builder is not part of every plan. The standard report preview, with search and column sorting, is.