Report Schedules
Configure automatic PDF report generation and email delivery on daily, weekly, or monthly schedules.
Overview
Report Schedules let you automate the generation and delivery of PDF reports. Each schedule defines a report type, a delivery frequency, a list of email recipients, and optional parameters. When a schedule fires, ProBeya generates the report as a PDF and emails it to all configured recipients.
Creating a Report Schedule
Open Report Settings
Navigate to Settings > Reports > Schedules in your organization admin panel.
Click Create Schedule
Click New Schedule to open the creation form.
Configure the Schedule
Fill in the following fields:
| Field | Description |
|---|---|
| Name | A descriptive label (e.g., “Weekly KPI Summary”, “Monthly Compliance Report”) |
| Report Type | The type of report to generate (see available types below) |
| Frequency | Daily, weekly, or monthly |
| Day of Week | For weekly schedules: which day to run (Monday-Sunday) |
| Day of Month | For monthly schedules: which day of the month to run (1-28) |
| Hour | The hour of the day (0-23, UTC) when the report is generated |
| Recipients | One or more email addresses to receive the report |
| Parameters | Optional report-specific settings (filters, date ranges, sections to include) |
Save
Click Save. The schedule is created as active by default and the next run time is computed automatically based on your frequency, day, and hour settings.
Report Types
| Type | Description | Typical Use |
|---|---|---|
| KPI Summary | Current values, trends, and alert status for all KPIs | Weekly review with leadership |
| Action Status | Open, overdue, and escalated actions with ownership | Daily operational stand-up |
| Compliance Dashboard | Audit findings, deviation status, and CAPA progress | Monthly GxP compliance review |
| Project Status | Milestones, timeline progress, and risk register | Weekly project steering committee |
| Resource Utilization | Team capacity, allocation, and availability | Monthly resource planning |
| SQCDP Board | Safety, Quality, Cost, Delivery, People metrics snapshot | Daily tier meeting handout |
Frequency Options
Daily
The report runs every day at the specified hour (UTC). Use daily schedules for operational reports that support morning stand-ups or shift handovers.
Weekly
The report runs once per week on the specified day and hour. Weekly schedules are ideal for management review meetings and KPI trend reports.
Monthly
The report runs once per month on the specified day (1-28) and hour. Use monthly schedules for compliance summaries, executive dashboards, and resource reports.
The day of month is limited to 1-28 to avoid issues with months that have fewer than 31 days. For end-of-month reports, use day 28.
Managing Schedules
Viewing Schedules
The schedules list shows all configured report schedules for your organization, including:
- Schedule name and report type
- Frequency and next scheduled run time
- Number of recipients
- Active/inactive status
- Creation date
Schedules are sorted by creation date (newest first).
Updating a Schedule
Click on a schedule to modify its name, frequency, recipients, or parameters. If you change the frequency, day, or hour, the next run time is automatically recomputed.
Enabling and Disabling
Toggle the Active switch to pause or resume a schedule without deleting it. Disabled schedules retain their configuration and history but do not generate reports.
Manual Trigger
Click Run Now to manually trigger a schedule for testing. The report is generated immediately and emailed to all configured recipients. This does not affect the regular schedule timing.
Manual triggers count against your organization’s report generation quota. Use them sparingly, especially on plans with limited monthly report runs.
Deleting a Schedule
Click Delete to permanently remove a schedule. This action cannot be undone. Previously generated reports remain in recipients’ email inboxes but are no longer accessible from the ProBeya settings.
Report Parameters
Each report type supports optional parameters that customize the output:
| Parameter | Applies To | Description |
|---|---|---|
| projectId | Project Status, Action Status | Limit the report to a specific project |
| boardId | SQCDP Board, Action Status | Limit to a specific board |
| dateRange | KPI Summary, Compliance | Time window for trend data (e.g., “last_30_days”) |
| categories | KPI Summary | SQCDP categories to include (e.g., [“S”, “Q”, “D”]) |
| includeCharts | All types | Whether to embed trend charts in the PDF |
Parameters are stored as a JSONB object and can be edited at any time.
Email Delivery
Reports are delivered as PDF attachments to all configured recipient email addresses. The email includes:
- A subject line with the report name and date
- A brief summary in the email body
- The full report as a PDF attachment
Recipients do not need to have ProBeya accounts — any valid email address can receive reports.
Best Practices
- Align with meeting cadences — schedule reports to arrive 30-60 minutes before the meeting they support.
- Use descriptive names — include the frequency and audience in the schedule name (e.g., “Daily Shift Handover - Line 3”).
- Limit recipients — send reports only to people who will act on the data. Avoid sending to large distribution lists.
- Test with Run Now — always trigger a manual run after creating a new schedule to verify the output before the first automatic run.
- Review quarterly — audit your schedules every quarter and disable any that are no longer needed.
Was this page helpful?