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Scheduled reports

Save time by saving your reports

Written by Dennis Vos
Updated this week

Overview

This article explains how to set up Scheduled Reports in Appical. Scheduled reports help you automate the delivery of your custom reports by sending them to specific email addresses on a daily, weekly, or monthly basis. This saves you time and ensures that relevant stakeholders receive up-to-date reports without having to manually generate them each time.

Example: If you're tracking onboarding progress, you can schedule a daily report to be sent to HR, containing updates on all new hires. This allows HR to stay informed without the need to run the report each day.

📌 Important:

  • Scheduled reports are available for Custom Reports only.

  • You can choose to schedule reports on a daily, weekly, or monthly basis.

  • Make sure to double-check the recipients and report settings before finalising.

Video

Steps to Set Up a Scheduled Report

→ Run Your Custom Report

  1. Go to the Reports page in the left menu.

  2. Select Custom Report.

  3. Customize the report by applying the desired filters and settings for the data you want to include.

→ Choosing Users or Groups in a Custom Report

When creating a scheduled report, it is important to choose the correct option in Step 2 (Users or Groups). Your selection determines whether the report will automatically include new users in future updates.

  • Users option
    If you select the Users option, the report will only show progress for the users that were selected when the report was created. Even if you click “All users”, the report will only update for those users that were originally included in the report.

  • Groups option
    If you would like the report to automatically include new users in the future, we recommend using the Groups option instead. When new users are added to the selected group(s), they will automatically be included in the scheduled report.

→ How to create a report that updates with new users

  1. Before creating the scheduled report, make sure the users are added to the appropriate group(s).

  2. Go to Custom Report.

  3. In Step 2, select Groups instead of Users.

  4. Choose the group(s) you want to include in the report.

  5. Continue to the final step and enable Scheduled Reporting.

  6. Once the report is scheduled, it will automatically include new users added to the selected group(s) in future reports.

→ Add the Report as Scheduled

  1. Once you've created your report through Steps 1, 2, and 3.

  2. In Step 4, you will be prompted to configure the report as a Scheduled Report.

→ Set Up the Report as Scheduled

  1. Give the report a descriptive name.

  2. Select a frequency: daily, weekly, or monthly.

    Note: Without selecting a frequency, the report will be saved, but not scheduled.

  3. By default, you will be added as the recipient, but you can modify or remove recipients later by editing it in the scheduled reports page.

→ Find and Edit Your Scheduled Report

  1. To view your scheduled reports, go to ‘Scheduled Reports’ under the Reporting section.

  2. To edit your scheduled report, click on the pencil icon next to the report.

→ Download the Report Manually (if needed)

You can download your scheduled report at any time by clicking the Download button next to the report, regardless of the scheduled delivery time.

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