How to Schedule Reports to Multiple Team Members

PayHelm's scheduled reporting feature allows you to automatically send reports to multiple team members on a recurring basis. This eliminates the need to manually generate and distribute reports, ensuring your entire team stays informed with the latest analytics data.

Overview

Scheduled reports can be sent daily, weekly, or monthly to any combination of team members in your organization. Each recipient will receive the same report data formatted for easy reading and analysis.

Setting Up Multi-Recipient Scheduled Reports

Step 1: Access the Schedule Report Feature

1. Navigate to the report you want to schedule in your PayHelm dashboard
2. Look for the scheduling options (typically found in the report menu or toolbar)
3. Click on "Schedule Report" to open the scheduling dialog

Step 2: Configure Report Settings

1. Report Interval: Choose how frequently you want the report sent:
- Daily: Report sent every day - Weekly: Report sent once per week - Monthly: Report sent once per month

1. Report Target: Select "Email" as your delivery method

Step 3: Select Team Members

The key feature for multi-recipient reports is the "Select Team Members to Email" section:

1. You'll see a list of all team members in your organization
2. Each team member appears with a checkbox next to their email address
3. Check the boxes for all team members who should receive this scheduled report
4. You can select as many or as few team members as needed

Step 4: Finalize and Schedule

1. Review your selections to ensure the correct team members are chosen
2. Click "Schedule" to activate the automated report delivery
3. The system will now automatically send the report to all selected recipients based on your chosen interval

Managing Existing Scheduled Reports

Editing Recipients

To modify who receives a scheduled report:

1. Access your existing scheduled reports list
2. Find the report you want to modify
3. Click "Edit" or the settings icon
4. Update your team member selections in the dialog
5. Save your changes

Pausing or Stopping Reports

If you need to temporarily pause or permanently stop a scheduled report:

1. Navigate to your scheduled reports management area
2. Find the relevant report
3. Use the pause/stop controls to disable delivery
4. You can reactivate the report at any time

Best Practices

Choose the Right Frequency

• Daily reports: Best for operational metrics that require immediate attention
• Weekly reports: Ideal for performance summaries and trend analysis
• Monthly reports: Perfect for strategic overviews and executive summaries

Select Relevant Recipients

• Include team members who need the data for their daily work
• Consider the recipient's role and how they'll use the information
• Avoid over-sharing - only send reports to those who need them

Report Timing

Scheduled reports are typically sent early in the morning to ensure recipients have fresh data to start their day. Check your account settings to confirm or adjust delivery times if needed.

Troubleshooting Common Issues

Team Members Not Receiving Reports

1. Check email addresses: Ensure the email addresses in the system are correct and current
2. Verify selections: Confirm the team member is actually selected in the scheduling dialog
3. Check spam folders: Automated reports might occasionally end up in spam filters

Report Not Generating

1. Verify data sources: Ensure your connected platforms are syncing data properly
2. Check report parameters: Confirm the report has sufficient data for the selected time period
3. Review account status: Make sure your PayHelm account is active and in good standing

Delivery Issues

1. Email server problems: Temporary email server issues can delay delivery
2. Large report sizes: Very large reports might take longer to generate and send
3. Network connectivity: Ensure stable internet connection for report generation

Additional Features

Custom Notes

When scheduling reports, you can often add custom notes that will be included with each delivery. Use this feature to provide context or highlight key insights for your team.

Multiple Report Formats

Depending on your PayHelm plan, you may have options for different report formats (PDF, interactive, etc.). Choose the format that works best for your team's workflow.

Integration with External Tools

Scheduled reports can often be configured to integrate with other business tools your team uses, such as Slack notifications or shared drive uploads.

Getting Help

If you encounter issues with scheduled reports or need assistance setting up multi-recipient delivery, contact PayHelm support through your dashboard. Our team can help troubleshoot specific problems and ensure your reports are delivered successfully to all intended recipients.