Schedule reports by email
Set up a report to be generated automatically and emailed to people as a CSV, PDF or Excel attachment, daily, weekly, monthly or quarterly.
A scheduled report is generated on a regular timetable and emailed to the people you choose, with the report attached. Use it for reports that someone needs to see every week or month without logging in.
Create a schedule
Open Report Scheduling
Select Reports, then Report Scheduling under System.
Start a new schedule
Select New Schedule.
Fill in the details
Enter a Name (for example Weekly Vehicle Utilisation). Choose the Report Type, the Format (Csv, Pdf or Excel) and the Frequency (Daily, Weekly, Monthly or Quarterly). In Recipients, enter one or more email addresses separated by commas.
Create it
Select Create. The schedule appears in the list. Create stays unavailable until both the name and at least one recipient are filled in.
What gets sent
The report arrives as an email attachment named after the report and the time it was generated. Each recipient receives their own email.
A scheduled report uses the report's default settings and cannot be filtered. Reports that take a date range cover the previous month up to the time the report ran. If you need a particular pool, vehicle or period, run the report yourself and export it instead.
These reports can be scheduled:
- Vehicle Utilisation and Pool Utilisation
- FBT by driver and FBT by booking
- Fuel Consumption and CO₂ Emissions
- Internal Charging, Expenses by licence plate, Lease Snapshot and Expenses Last Date
- Failed Booking Requests, Passenger Run Sheet and Passenger Manifest
- Vehicle Stakeholders and Insurance Claims
- EV Status
The other reports, including the telematics reports, cannot be scheduled.
When schedules run
Schedules run in the early morning (about 6 am UTC) on their due day:
| Frequency | Runs |
|---|---|
| Daily | Every day. |
| Weekly | On Mondays. |
| Monthly | On the first day of each month. |
| Quarterly | On the first day of each quarter. |
The list shows each schedule's Name, Report, Format, Frequency, Recipients, Last Run and Next Run.
Stop a schedule
Select the bin icon (Delete schedule) at the end of the row. The schedule is removed straight away, without asking you to confirm, and no further emails are sent. Schedules cannot be edited or paused in the app: to change one, delete it and create a new one.