Overview: Administrators and Managers are able to schedule Advanced Reports to be sent automatically via email to the desired recipients. You're able to choose the frequency and day these reports are sent to ensure when it comes time to run payroll, the documentation to do so is readily available.
Important! Advanced Reports are only available to customers on the Advanced plan, or with the Advanced Reporting add-on included.
Export options include:
CSV
Excel
PDF
Instructions:
Scheduling a Specific Report for Automatic Delivery
1. To schedule a specific report for automatic delivery, start by clicking Reports in the top navigation, followed by Advanced Reports, then select the desired report you'd like to schedule:
2. Next, click the Schedule this report button in the top right corner:
3. In the window that opens, you'll be able to configure:
Name - What you want the scheduled report to be called
Format - Which format is used when the report is sent
What's In The Report - Select any desired employees from the dropdown to filter the data. To include all current and future employees you have permissions over, leave this field blank.
Frequency - whether you want the report to be sent weekly, every 2 weeks, or monthly
Day - Which day of the week you'd like the report to send
Time - Which time of day you'd like the report to send
Timezone - Which timezone should be considered when sending the report. This field will default to the account's default timezone, which can be set by following the steps here.
Staff recipients - Any current Buddy Punch profiles you'd like the report to be sent to. Your profile will always be selected by default. You can uncheck your name if you don't wish to receive the report.
External emails - Any contacts without a Buddy Punch profile that should receive the report
Once you've configured the report as desired, click Save in the bottom right of the window:
4. You'll then get a notification in the top right corner confirming that the report is scheduled.
Scheduling a Report from the Scheduled Reports Page
1. Start by navigating to Reports > Scheduled Reports:
2. Next, click the + New Scheduled Report button in the top right corner:
3. In the window that opens, you'll be able to configure:
Name - What you want the scheduled report to be called
Report - Which type of report you're scheduling for automatic delivery
Format - Which format is used when the report is sent
What's In The Report - Select any desired employees from the dropdown to filter the data. To include all current and future employees you have permissions over, leave this field blank.
Frequency - whether you want the report to be sent weekly, every 2 weeks, or monthly
Day - Which day of the week you'd like the report to send
Time - Which time of day you'd like the report to send
Timezone - Which timezone should be considered when sending the report. This field will default to the account's default timezone, which can be set by following the steps here.
Staff recipients - Any current Buddy Punch profiles you'd like the report to be sent to. Your profile will always be selected by default. You can uncheck your name if you don't wish to receive the report.
External emails - Any contacts without a Buddy Punch profile that should receive the report
Once you've configured the report as desired, click Save in the bottom right of the window:
4. You'll then get a notification in the top right corner to confirm the report has been scheduled, and will be able to see the newly scheduled report in the list.
Sending a Scheduled Report Now
If you have a scheduled report that you would like to send a copy of immediately rather than waiting for the next scheduled send, you may do so with the steps here.
1. Start by going to Reports > Scheduled Reports:
2. Find the desired report you'd like to send immediately, then click Send now:
3. A confirmation pop-up will open to confirm you'd like to send the report. Proceed by clicking the Send now button:
4. You will then receive a notification in the top right corner to confirm the report was sent.
Editing a Scheduled Report
If you need to make changes to a Scheduled Report, such as changing the frequency, what day or time it's sent, or who receives it, you may do so with the steps here.
1. Start by going to Reports > Scheduled Reports:
2. Find the report you'd like to make changes to, then click the ellipsis icon to the right, followed by Edit:
3. In the window that opens, you'll be able to configure:
Name - What you want the scheduled report to be called
Report - Which type of report you're scheduling for automatic delivery
Format - Which format is used when the report is sent
What's In The Report - Select any desired employees from the dropdown to filter the data. To include all current and future employees you have permissions over, leave this field blank.
Frequency - whether you want the report to be sent weekly, every 2 weeks, or monthly
Day - Which day of the week you'd like the report to send
Time - Which time of day you'd like the report to send
Timezone - Which timezone should be considered when sending the report. This field will default to the account's default timezone, which can be set by following the steps here.
Staff recipients - Any current Buddy Punch profiles you'd like the report to be sent to. Your profile will always be selected by default. You can uncheck your name if you don't wish to receive the report.
External emails - Any contacts without a Buddy Punch profile that should receive the report
Once you've configured the report as desired, click Save in the bottom right of the window:
4. You will then receive a notification in the top right corner to confirm the report was successfully updated.
Deactivating a Scheduled Report
If you have a Scheduled Report that doesn't need to go out currently, but will be used again in the future, you're welcome to deactivate it.
1. Start by going to Reports > Scheduled Reports:
2. Find the report you'd like to deactivate, then click the ellipsis icon to the right, followed by Deactivate:
3. The Scheduled Report will then be automatically moved to the Inactive tab:
Reactivating a Scheduled Report
If you have a previously Scheduled Report that you'd like to begin using again, you may do so by reactivating it.
1. Start by going to Reports > Scheduled Reports:
2. Switch to the Inactive tab, then find the report you'd like to restart automated delivery for. Click the ellipsis icon to the right, followed by Activate:
3. The Scheduled Report will automatically be moved back to the Active tab. To many any changes to the report before it sends, follow the steps above.
Deleting a Scheduled Report
If you have a Scheduled Report that no longer needs to be sent, and will not be needed again at any point in the future, you're welcome to delete it.
1. Start by going to Reports > Scheduled Reports:
2. Find the report you'd like to delete, then click the ellipsis icon to the right, followed by Delete:
3. A pop-up will display to confirm the deletion. Click Delete to proceed:
4. A notification will show in the top right corner to confirm successful deletion, and the deleted report will be immediately removed from the list of Scheduled Reports.
FAQ
Q: Am I able to schedule reports to send to someone without a Buddy Punch account?
A: Yes, to send a scheduled report to any contacts that don't have a Buddy Punch profile, you'll want to include their email address in the External emails field.
Q: Why does the notification when using the Send Now button say "no data in the selected range?"
A: If your confirmation notification after using the Send Now button indicates that there was no data, this means that the parameters the report was just sent for didn't include any relevant time details; for example, if you sent the Paid Time Off Report, and no time off had been taken during the time range. If you believe that there should be data available in the range, please contact Support for further assistance.