How can we help?

Overview

Campus operations teams often need the same Operations Schedule report on a regular basis, for example a weekly setup and teardown list for facilities, or a daily digest for service providers handling catering or A/V. Without automation, someone has to remember to open the report, apply the right filters, and forward it to the right people every single time, and stakeholders only ever see the report when a coordinator has time to run and send it.

A saved Operations Schedule view built on a rolling date window (Today, This week, Next 7 days, This month, Next 30 days, or Every N days) can be put on a recurring delivery schedule instead, so it's emailed to a recipient list automatically on a set cadence. This keeps the report flowing to stakeholders on its own, with no manual step in between, and means recipients always get current data rather than whatever was last generated.

This article covers configuring, editing, pausing, and deleting a scheduled report. For what happens after a report fires, see Viewing Scheduled Report Delivery History and Troubleshooting Failed Deliveries.

This article is for Event Coordinators, Facilities Managers, and Platform Admins.

Prerequisites

• A saved view built on a rolling date window already exists. See Saving and Managing Operations Schedule Report Views.
• Views on an absolute (Custom) date range can't be scheduled.

Step by Step Instructions

Create a scheduled report

1. Go to Scheduled Reports under Admin > Reports, or select "Schedule report" directly from the Operations Schedule page for a loaded view (this prefills and locks the Saved view field to that view).
2. Select "New Scheduled Report."
3. Configure the following fields: - Saved view: rolling-window views only. - Name: 1 to 80 characters, unique among the coordinator's own scheduled reports. - Format: PDF attachment or Email summary (defaults to PDF). - Cadence: Daily, Weekly (with specific days), Monthly (with specific days), or Every N days. - Delivery time: defaults to 7:00 AM. - Delivery time zone: defaults to the platform's configured time zone. - Recipients: up to 25 email addresses.
4. A plain-English summary of the cadence updates live while configuring it.
5. Save.

Manage existing schedules

• The Scheduled Reports list shows Name, Saved view, Format, Cadence, Recipient count, Status, Next run, and Last run.
• Pause and Resume toggle a schedule's status immediately.
• Delete uses an inline confirmation. Deleting the underlying saved view also removes any schedules built on it.

Common Variations or Use Cases

• A Custom (absolute date) view is loaded. The "Schedule report" button on the Operations Schedule page is disabled with an explanation, and the view doesn't appear in the scheduling form's picker. Save or select a rolling view instead.
• Editing a schedule's cadence. Changes take effect for the next run. They don't retroactively affect runs that already fired.
• A schedule is paused across several missed occurrences. Resuming fires it once and advances to the next future occurrence. Missed slots aren't backfilled.

Settings and Configuration Options and Definitions

• Default delivery time: 7:00 AM in the delivery time zone.
• Recipient limit: 25 per scheduled report.
• Scheduled report limit: 50 per coordinator.

Troubleshooting

• A saved view doesn't appear in the scheduling form. It uses an absolute (Custom) date range. Only rolling-window views can be scheduled.
• Recipients say they aren't receiving the email. Check Viewing Scheduled Report Delivery History and Troubleshooting Failed Deliveries for that schedule's delivery status and any error detail.
• Can't create another scheduled report. The 50-per-coordinator limit has been reached. Delete or pause an existing one first.

Related Articles

• Saving and Managing Operations Schedule Report Views
• Viewing Scheduled Report Delivery History and Troubleshooting Failed Deliveries
• Managing Saved Views and Schedules Platform-Wide