Scheduled Reports
Scheduled reports require PRO or ENTERPRISE tier. FREE tier users must generate reports manually.
Overview
Scheduled reports automate the generation and delivery of your saved reports. Set up once, and receive reports automatically via email at your chosen frequency.
Benefits:
- ⏰ Time-saving — no manual generation needed
- Email delivery — reports sent to inbox automatically
- Multiple recipients — share with your team
- Consistent format — same report every time
Creating a Scheduled Report
- Go to Reports and configure your filters + template
- Click "Save as Report"
- In the Save dialog, enable the Schedule toggle
- Configure frequency and recipients
- Click Save
You can also edit the schedule on any existing saved report.
Schedule Configuration
Frequency Options
| Frequency | PRO | ENTERPRISE |
|---|---|---|
| Weekly (specific day of week) |  | |
| Custom cron expression | — | ⏳ Coming Soon |
Custom cron-based scheduling (daily, bi-weekly, monthly, quarterly, etc.) is planned for ENTERPRISE and is currently Coming Soon.
Report Format
| Format | PRO | ENTERPRISE |
|---|---|---|
| PDF attachment | | |
| Excel attachment | | |
Frequency Configuration Screen
┌─────────────────────────────────────────────────────────┐
│ Schedule Frequency │
├─────────────────────────────────────────────────────────┤
│ │
│ Report Name: │
│ [Weekly Team Summary_________________________] │
│ │
│ Frequency: │
│ ○ Daily (ENTERPRISE) │
│ ● Weekly │
│ ○ Bi-weekly (ENTERPRISE) │
│ ○ Monthly │
│ ○ Quarterly (ENTERPRISE) │
│ ○ Yearly (ENTERPRISE) │
│ ○ Custom (ENTERPRISE) │
│ │
│ Weekly Configuration: │
│ Send every: ☑ Monday ☐ Tuesday ☐ Wednesday │
│ ☐ Thursday ☐ Friday ☐ Saturday │
│ ☐ Sunday │
│ │
│ Time: [09:00] (Workspace timezone: Europe/Budapest) │
│ │
│ Date Range (Dynamic): │
│ ● Previous Week (Mon-Sun) │
│ ○ Last 7 Days │
│ ○ Current Week (Mon-Today) │
│ ○ Custom (define below) │
│ │
│ [Back] [Next: Format] │
└────────────────────────────────────────────────────── ───┘
Dynamic Date Ranges
Relative dates update automatically:
Daily Reports:
- Yesterday
- Today
- Last 24 hours
Weekly Reports:
- Previous Week (Monday - Sunday)
- Last 7 Days
- Current Week (Monday - Today)
- Last Monday - Sunday
Monthly Reports:
- Previous Month (1st - Last day)
- Last 30 Days
- Current Month (1st - Today)
- Last Month Same Dates
Quarterly Reports:
- Previous Quarter
- Last 90 Days
- Current Quarter (Q start - Today)
Custom:
- Rolling X days
- Fixed date ranges
Example:
Report scheduled: Every Monday at 9:00 AM
Date Range: Previous Week (Mon-Sun)
Execution:
- Monday, Jan 27 → Covers Jan 20-26
- Monday, Feb 3 → Covers Jan 27 - Feb 2
- Monday, Feb 10 → Covers Feb 3-9
...automatically updates each week
Report Format
┌─────────────────────────────────────────┐
│ Report Format & Delivery │
├─────────────────────────────────────────┤
│ │
│ Email Format: │
│ ● PDF Attachment │
│ ○ Excel Attachment (PRO+) │
│ ○ Inline HTML │
│ ○ Both PDF and Excel (ENTERPRISE) │
│ │
│ Email Subject: │
│ [Weekly Summary - Week {week_num}] │
│ │
│ Variables: {date}, {week_num}, │
│ {month}, {year} │
│ │
│ Email Body: │
│ ┌────────────────────────────────────┐ │
│ │ Hi Team, │ │
│ │ │ │
│ │ Please find attached the weekly │ │
│ │ time summary for {date_range}. │ │
│ │ │ │
│ │ Total hours: {total_hours} │ │
│ │ Billable: {billable_hours} │ │
│ │ │ │
│ │ Best regards, │ │
│ │ CADENSA Reporting │ │
│ └────────────────────────────────────┘ │
│ │
│ Include Summary in Email: ☑ Yes │
│ │
│ [Back] [Next: Recipients] │
└──────────────── ─────────────────────────┘
Format options:
PDF Attachment:
- Professional layout
- Charts and tables
- Print-ready
- Smallest file size
Excel Attachment:
- Editable data
- Pivot tables (ENTERPRISE)
- Multiple sheets
- Formula support
Inline HTML:
- View in email client
- No download needed
- Mobile-friendly
- Quick access
Both PDF and Excel (ENTERPRISE):
- Best of both worlds
- Client gets PDF, you keep Excel
- Larger email size
Recipients
┌─────────────────────────────────────────┐
│ Email Recipients │
├─────────────────────────────────────────┤
│ │
│ Recipients: │
│ ┌────────────────────────────────────┐ │
│ │ john.doe@company.com │ │
│ │ manager@company.com │ │
│ │ [+ Add Email] │ │
│ └────────────────────────────────────┘ │
│ │
│ Workspace Members: │
│ ☑ John Doe (john.doe@company.com) │
│ ☑ Jane Smith (jane.smith@company.com) │
│ ☐ Mike Chen (mike.chen@company.com) │
│ ☐ All Managers │
│ ☐ All Team Members │
│ │
│ External Recipients (ENTERPRISE): │
│ ☑ client@example.com │
│ ☑ accounting@example.com │
│ │
│ Send Copy to Self: ☑ Yes │
│ │
│ [Back] [Save Schedule] │
└─────────────────────────────────────────┘
Recipient options:
Workspace Members:
- Individual members
- Role-based (All Managers, All Members)
- Self
External Recipients (ENTERPRISE):
- Clients
- Accountants
- External stakeholders
- Max: 10 external emails per report
Recipient Limits:
- PRO: 5 recipients per report
- ENTERPRISE: 20 recipients per report
Managing Scheduled Reports
Scheduled Reports Dashboard
Access: Reports → Scheduled Reports
📅 Scheduled Reports (5 Active)
┌─────────────────────────────────────────────────────────┐
│ Weekly Team Summary │
├─────────────────────────────────────────────────────────┤
│ Frequency: Every Monday at 09:00 │
│ Recipients: 3 (john@, jane@, manager@) │
│ Last Sent: Jan 20, 2026 09:00 │
│ Next Send: Jan 27, 2026 09:00 │
│ Status: 
Active │
│ │
│ [View Report] [Edit] [Pause] [Delete] [Send Now] │
└─────────────────────────────────────────────────────────┘
┌─────────────────────────────────── ──────────────────────┐
│ Monthly Client Billing │
├─────────────────────────────────────────────────────────┤
│ Frequency: Last day of month at 17:00 │
│ Recipients: 8 (5 internal, 3 external) │
│ Last Sent: Dec 31, 2025 17:00 │
│ Next Send: Jan 31, 2026 17:00 │
│ Status: Active │
│ │
│ [View Report] [Edit] [Pause] [Delete] [Send Now] │
└─────────────────────────────────────────────────────────┘
┌─────────────────────────────────────────────────────────┐ │ Daily Time Summary │ ├─────────────────────────────────────────────────────────┤ │ Frequency: Daily at 18:00 │ │ Recipients: 1 (john@) │ │ Last Sent: Jan 24, 2026 18:00 │ │ Next Send: Jan 25, 2026 18:00 │ │ Status: ⏸️ Paused │ │ │ │ [View Report] [Edit] [Resume] [Delete] [Send Now] │ └─────────────────────────────────────────────────────────┘
[+ Create New Scheduled Report]
Actions
View Report:
- Preview last generated report
- See exact report sent to recipients
Edit:
- Change frequency
- Update recipients
- Modify report settings
Pause/Resume:
- Temporarily stop sending
- Resume later without reconfiguration
Delete:
- Permanently remove schedule
- Cannot be undone
Send Now:
- Generate and send report immediately
- Doesn't affect schedule
Report History
Delivery Log
📋 Delivery History - Weekly Team Summary
┌─────────────────────────────────────────────────────────┐
│ Date Status Recipients File Size Actions │
├─────────────────────────────────────────────────────────┤
│ Jan 20, 09:00 Sent 3 245 KB [Download] │
│ Jan 13, 09:00 Sent 3 238 KB [Download] │
│ Jan 6, 09:00 Sent 2 221 KB [Download] │
│ Dec 30, 09:00 Sent 3 256 KB [Download] │
│ Dec 23, 09:00 
Failed 3 - [Retry] │
│ Error: SMTP connection timeout │
│ Dec 16, 09:00 Sent 3 229 KB [Download] │
└─────────────────────────────────────────────────────────┘
Filters: [Last 30 Days ▼] [All Statuses ▼]
Status indicators:
- Sent - Successfully delivered
- ⏳ Sending - In progress
- Failed - Delivery error
- ⏸️ Skipped - Report paused or no data
Retention:
- PRO: 90 days
- ENTERPRISE: Unlimited
Email Templates
Customizing Email Content
ENTERPRISE feature:
┌─────────────────────────────────────────┐
│ Email Template Editor │
├─────────────────────────────────────────┤
│ │
│ Template Name: │
│ [Client Monthly Invoice___________] │
│ │
│ Subject Line: │
│ [Monthly Invoice - {month} {year}] │
│ │
│ Email Body: │
│ ┌────────────────────────────────────┐ │
│ │ Dear {client_name}, │ │
│ │ │ │
│ │ Please find attached your monthly │ │
│ │ invoice for {month} {year}. │ │
│ │ │ │
│ │ Summary: │ │
│ │ - Total Hours: {total_hours} │ │
│ │ - Billable Amount: {total_amount} │ │
│ │ │ │
│ │ Payment is due within 30 days. │ │
│ │ │ │
│ │ Best regards, │ │
│ │ {workspace_owner_name} │ │
│ │ {workspace_name} │ │
│ └────────────────────────────────────┘ │
│ │
│ Available Variables: │
│ {client_name}, {month}, {year}, │
│ {total_hours}, {total_amount}, │
│ {billable_hours}, {workspace_name}, │
│ {workspace_owner_name}, {date_range} │
│ │
│ Attachment Settings: │
│ Filename: Invoice_{month}_{year}.pdf │
│ │
│ [Save Template] [Preview] [Cancel] │
└─────────────────────────────────────────┘
Custom branding (ENTERPRISE):
- Company logo in header
- Custom color scheme
- Footer with company info
- White-label option (remove CADENSA branding)
Notification Settings
Delivery Notifications
Configure who gets notified:
┌─────────────────────────────────────────┐
│ Notification Preferences │
├─────────────────────────────────────────┤
│ │
│ Notify report creator when: │
│ ☑ Report sent successfully │
│ ☑ Report delivery failed │
│ ☐ Report has no data │
│ │
│ Notify recipients when: │
│ ☑ Report attached to email │
│ ☐ Report available for download │
│ │
│ Additional Notifications: │
│ ☑ Weekly summary (Fridays) │
│ ☑ Monthly digest (1st of month) │
│ ☐ Delivery failures only │
│ │
│ [Save Preferences] │
└─────────────────────────────────────────┘
Use Cases
Use Case 1: Weekly Team Check-In
Scenario: Manager wants weekly team summary every Monday morning.
Configuration:
- Report: Weekly Summary
- Frequency: Every Monday at 9:00 AM
- Date Range: Previous Week (Monday - Sunday)
- Format: PDF + Inline HTML summary
- Recipients: Manager, team leads (5 people)
Result: Team starts week with clear view of last week's work.
Use Case 2: Monthly Client Invoicing
Scenario: Agency bills 8 clients monthly, needs automated invoice delivery.
Configuration:
- Report: Custom Report (Client Billing Template)
- Frequency: Last day of month at 5:00 PM
- Date Range: Current Month (1st - Last day)
- Format: PDF (professional invoice)
- Recipients: client@example.com (external)
- Template: Custom email with payment terms
Result: Clients receive invoice automatically, no manual work needed.
Use Case 3: Daily Personal Summary
Scenario: Freelancer wants daily recap of hours worked.
Configuration:
- Report: Daily Summary
- Frequency: Daily at 6:00 PM
- Date Range: Today
- Format: Inline HTML (no attachment)
- Recipients: Self only
Result: End-of-day review without manual report generation.
Use Case 4: Quarterly Executive Report
Scenario: Enterprise needs quarterly report for C-suite.
Configuration:
- Report: Custom Profitability Analysis
- Frequency: Quarterly (last day of quarter at 5:00 PM)
- Date Range: Current Quarter
- Format: Excel + PDF
- Recipients: CEO, CFO, COO (internal), Board members (external)
- Template: Executive summary with KPIs
Result: Leadership stays informed without requesting reports.
Troubleshooting
Report not being sent
Problem: Scheduled time passed but no email received.
Possible Causes:
- Report paused - Check status (should be Active)
- No data for period - Empty report may be skipped
- Email delivery issue - Check delivery log for errors
- Recipient email invalid - Verify email addresses
Solutions:
- Resume paused report
- Check "Send even if empty" setting
- Review delivery log, contact support
- Update recipient email addresses
Email going to spam
Problem: Recipients not seeing reports, found in spam folder.
Solutions:
- Add noreply@cadensa.io to contacts
- Whitelist cadensa.io domain
- Use ENTERPRISE custom domain email
- Reduce attachment size (use Excel instead of both)
Wrong date range
Problem: Report shows incorrect date range.
Cause: Timezone mismatch or date range configuration.
Solution:
- Verify workspace timezone setting
- Check "Dynamic Date Range" configuration
- Test with "Send Now" before scheduling
- Edit schedule to fix date range logic
File size too large
Problem: Email bounced due to large attachment (>25MB).
Solutions:
- Reduce date range (monthly instead of quarterly)
- Use PDF instead of Excel (smaller file)
- Limit dimensions in custom reports
- Use "Download Link" instead of attachment (ENTERPRISE)
Best Practices
Do's
- Test first - Use "Send Now" before scheduling
- Use relative dates - "Previous Week" not "Jan 20-26"
- Clear naming - Descriptive schedule names
- Review regularly - Check delivery log monthly
- Optimize recipients - Only send to those who need it
- Set sensible times - 9 AM for daily, 5 PM for monthly
- Document templates - Add notes about report purpose
Don'ts
- Don't over-schedule - Too many emails = ignored emails
- Don't use fixed dates - Reports become stale
- Don't ignore failures - Address delivery errors promptly
- Don't spam externals - Limit external recipient reports
- Don't send huge files - Optimize report size
- Don't forget timezone - Ensure correct delivery time
Advanced Features (ENTERPRISE)
Conditional Delivery
Send reports only if conditions met:
┌─────────────────────────────────────────┐
│ Conditional Delivery Rules │
├─────────────────────────────────────────┤
│ │
│ Send report only if: │
│ │
│ ☑ Total hours > 0 │
│ ☑ Billable amount > €1,000 │
│ ☐ Budget exceeded on any project │
│ ☐ Team member worked > 50 hours/week │
│ │
│ If conditions not met: │
│ ● Skip this delivery │
│ ○ Send empty report anyway │
│ ○ Send notification (no report) │
│ │
│ [Save Rules] │
└─────────────────────────────────────────┘
Multi-Report Bundles
Combine multiple reports in one email:
┌─────────────────────────────────────────┐
│ Report Bundle │
├─────────────────────────────────────────┤
│ │
│ Bundle Name: │
│ [Monthly Executive Package_______] │
│ │
│ Reports Included: │
│ ☑ Monthly Summary │
│ ☑ Project Profitability │
│ ☑ Team Performance │
│ ☑ Budget Utilization │
│ │
│ Delivery: │
│ ● Single email with 4 attachments │
│ ○ Combined PDF (merged) │
│ ○ Zip file │
│ │
│ [Save Bundle] │
└─────────────────────────────────────────┘
Next Steps
- Custom Reports → - Build reports to schedule
- Advanced Reports → - Predefined analytics
- Basic Reports → - Standard reports
- Email Settings → - Configure email preferences
Need Help?
- Email: support@cadensa.io
- Community: community.cadensa.io
- FAQ: Scheduled Reports FAQ
- Tutorial: Video: Setting Up Your First Scheduled Report