Scheduling Email Reports

How It Works

You can schedule any dashboard to be emailed to yourself or your team on a recurring basis. When the scheduled time arrives, recipients receive an email with a link to the live dashboard — not a static screenshot or PDF attachment.

Why a Link Instead of an Image?

This is a deliberate design choice, not a limitation:

• Always current data — When you click the link, you see the latest numbers, not a snapshot from when the email was sent.
• Full interactivity — You can change filters, drill down, adjust dates, and explore — impossible with a static image.
• Data security — Recipients must log in to view the dashboard, keeping sensitive market data protected.
• Better deliverability — No large image attachments that get caught in spam filters or clog inboxes.
• Works on any device — The dashboard renders correctly whether you open it on a desktop, laptop, tablet, or phone.
• Always up to date — If the dashboard layout is modified after the email is sent, the link shows the current version.

What the Email Looks Like

Recipients receive an email with:

• Subject line: "Scheduled email for [Dashboard Name]"
• Header: "[Dashboard Name] is now ready. Click the button below to view."
• Custom message: Whatever you wrote when setting up the schedule (optional)
• A button: "View in Key Data" — takes them directly to the live dashboard
• Footer: An unsubscribe link so recipients can opt out individually

Setting Up a Schedule

1. Open the dashboard you want to schedule.
2. Click the Email/Schedule button in the dashboard header (look for the envelope icon).
3. A modal opens showing your schedulable dashboards.
4. Choose a frequency — select specific days of the week, or choose the first business day of each month.
5. Add recipients — select users from your organization's user list, or type in any email address manually.
6. Add an optional custom message that will appear in the email body.
7. Click Schedule to save.

Testing Before Scheduling

Use the Send Now button to send a one-time test email immediately. This lets you verify the email arrives correctly, confirm the link opens the right dashboard, and check that the custom message looks good.

Note: Test emails include a footer noting that the email was sent manually and that the recipient has not been subscribed to any ongoing email schedule.

Managing Existing Schedules

• Dashboards with active schedules appear in the "Scheduled" section at the top of the email modal.
• Edit a schedule by clicking on a scheduled dashboard and changing the settings.
• Stop a schedule by removing it entirely from the modal.
• Each recipient can unsubscribe independently using the link in the email footer.

Tips for Effective Scheduling

• Match frequency to urgency. Daily for real-time market monitoring, weekly for team updates, monthly for board and stakeholder reports.
• Time it right. Schedule emails to arrive when people are most likely to act — Monday morning for weekly reviews, the first of the month for monthly summaries.
• Add context in the message. Tell recipients what to focus on or what decisions the data should inform.

Review periodically. Cancel schedules you no longer need. Stale automated emails train people to ignore them.