How to Schedule a Quick Report via Email

In this guide you will be shown how to Schedule a Quick Report to be sent to Staff/Departments etc via email. In the example screenshots below we have already created the Quick Report.

This guide covers the following steps when Scheduling a Quick Report

Schedule Report
Schedule Details
Delivery Settings
Delivery Schedule
Date Filters
Amend a Schedule

Please note the maximum attachment size is 10 MB. If the attachment is larger 10 MB, the scheduled report will not be sent. This is regardless of a Schools email configuration, e.g. if they have a larger file size limit on their Office365 Server.

Access: The ability to Schedule a Report comes from having general access to running Reports, which are found in the Reporting Module of Config>Setup>Roles & Permissions.

See also How to Create a Quick Report and for built in reports see How to Schedule a Report via email

Go to Reports>Quick Report>View Reports to locate the report we want to Schedule.

Schedule Report

In the example below we have saved the report in Module Reports>Attendance.

Tick the report in the left hand column.

With the report ticked from the Actions dropdown select Schedule Report.

Schedule Details

In 1. Schedule Details all fields marked with an asterisk* must be completed.

You can, if required change the Schedule Name*, this will default to the name of the report you have selected.

Choose the Delivery Methods* and Export Format* from the dropdown choices.

When you are happy with your choices click Next.

Delivery Settings

In 2.Delivery Settings complete the fields as required. All fields marked with an * asterisk must be completed.

In To*, Cc or Bcc simply type in the relevant email(s)

If you are typing in more than one email into To*, Cc or Bcc remember to separate each email address with a semi colon ; as per the example below.

Click Add Group in the scenario you want to send the Report to the multiple members of staff. For example you may want to send the Report to the main teacher for several Tutor Groups or Heads of Year.

In the example below we have chosen Tutor Groups from Collection Types*

You have the option to choose Department, Faculty, House, Intervention, Report Group, Subject, Teaching Class, Tutor Group, Withdrawal Group or Year Group on Roll

Then in the example below in Collection and Role Types* you can choose the relevant Tutor Groups and the required Role Types* associated with the selected Tutor Groups.

In the example below we have clicked to choose the Year 5 Tutor Groups and then chosen the Main Tutor for the selected Tutor Groups.

When you are happy with your selections click Add to List

Your selections will then show in the Report Schedule with the option to click to edit or delete your selections in Actions

If required you can click Add Group again if need to choose further recipients, for example you may choose Add Group to send to Tutor Groups then click Add Group again to send to Heads of Year.

Then complete the Subject of the email and type in Email Body text box as required.

When you are happy with your selections in Report Schedule click Next.

Delivery Schedule

In 3. Delivery Schedule you can define the Schedule*, Date* and Time* for your report.

For more detail on the various options for Delivery Schedule see here.

For example you may want a report to be emailed Once on 19/05/2025 at 3:15pm.

In Schedule* choose from the following dropdown choices;

Your choices in Schedule* will determine what options you have available.

For example choose Once in Schedule* then choose the Date* and Time*

Or choose Daily then choose dropdown options from On* then define Every*, At* and define Schedule From* and Until.

The example below shows the following;

On* = Student days only,
Every* =7 days
At* = 15:30pm
Schedule From* = 13/05/2025 Until 18/07/2025

Choose Weekly then choose;

On* as Academic Weeks Only or All Weeks
Every* choose day(s) of the week
At* choose time
Schedule From* and Until

When you are happy with your choices click Submit to complete the Schedule.

Date Filters

In the example you have created a Quick Report with Runtime ticked you will then need to define Date Filters.

In the example Quick Report below the Students domain has been chosen and Attendance information added from the Data Item list on the left.

Then click on All Date Intervals & Filters at the top of the screen.

Then in the example below click the arrow to expand the Students Attendance, you will see the Date Interval for the AM-PM Attendance Percentage has been defined to start on the first of the Academic Year and Runtime clicked.