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Scheduled reports: automatically email reports to your team and clients!

Thomas CannonThomas Cannon

At the end of the day, tracked time is only useful if you can easily run reports on it, especially over time. If it’s a hassle to get the data your business needs, you’re less likely to run reports regularly and the work piles up.

Do you have a few reports in Freckle that you regularly run? Do you have managers who want very specific reports emailed to them quarterly, or a client that wants week-by-week updates to review? Do you send Freckle reports to payroll biweekly?

We’ve just revamped our reports page to make it easier to save and run reports, and you can now schedule any report to be automatically emailed to people!

Introducing Scheduled reports!

Any report in Freckle can now be emailed on a recurring schedule. Not only can you send the report to specific people, you can also send them to entire teams, or even send a shared copy to external email addresses!

You can schedule a report by clicking the “schedule” button on a new report, or by clicking the settings button for a saved or shared report.
Schedule New Report

Schedule Existing Report

After you’ve decided how often to send the scheduled report, you can pick which teams, users, and external email addresses will receive copies of the report. Note that only Leaders and Supervisors can schedule a report.

Scheduling a report

Once the report’s been scheduled, people will start automagically receiving emails like this!

Reports: delivered fresh to your inbox!

Want to give your clients a single link for an automatically updating report? Check “This report is shared” in the settings of a scheduled report and the shared report will automatically point to the current period.

Scheduled reports are great for timesheets, client updates, executive summaries for higher-ups, and so much more! We’ve put together a few step-by-step examples below that you can follow along with to schedule your own reports.

This new feature is available on all Freckle accounts.

Weekly timesheets for managers

Sending weekly timesheets to managers makes it easier to handle payroll, review a team’s performance, and approve & lock entries.

To setup a weekly timesheet:

  1. Pick the filters for the manager (in this case, we’re picking the “Sales” team). The dates don’t really matter here, since the scheduled report will automatically calculate the dates when it sends out the report.

    Picking Filters

  2. Choose the aggregating and grouping options that make sense for the manager. In this case, we’re going to use the “Weekly timesheets” preset

    Group and aggregate the report

  3. Click the “schedule” button at the top of the report, set the report to send out every week, and send the report to our manager

    Scheduling the report

Quarterly project summary for a client

Working on a long-term client projects, and want to keep them up-to-date on your progress? Freckle can take one thing off your plate by automatically emailing your client a quarterly project summary!

  1. Pick the client and run the report. The dates don’t really matter here, since the scheduled report will automatically calculate the dates when it sends out the report.

    Picking the client

  2. Choose the aggregating and grouping options to give your client a tailor-made summary. In this case, we’re going to use the “Quarterly project report” preset

    Using the report preset

  3. Click the “schedule” button at the top of the report, set the report to send out every quarter, and send shared copies of each report to our client’s email address

    Send the report to the client

Unapproved entries for the past 2 weeks for managers

Ready to start using the entry approval feature, and your managers want a dead-simple way to review and approve the past 2 weeks? You can setup a scheduled report that only shows them the unapproved time in the past 2 weeks so they can open the report, review the time, approve it, and get back to work.

  1. Pick the filters for the manager (in this case, we’re not filtering the report by projects, clients, teams, people, or tags. We want all the unapproved entries in Freckle). As before, dates don’t matter because the scheduled report will recalculate them.

    Running a report without filters

  2. Choose the “not approved” filtering option at the top of the report.

    Only show unapproved entries

  3. Click the “schedule” button at the top of the report, set the report to send out every 2 weeks, and send the report to our “Sales managers” team

    Send to the sales managers

See how people are communicating each month

Wouldn’t it be awesome to know how your team is communicating? Are you emailing a lot, spending a lot of time in meetings, taking extra phone calls? You could setup a scheduled report that shows how your team is talking, thanks to hashtags!

  1. Pick the hashtags for the ways your team communicates (in this case, it’s “#meeting”, “#phone-call”, “#email”, and “#chat”). Make sure to set the tag filtering to “at least one”. Once again, dates don’t matter, the scheduled report will handle it.

    Running a hashtags report

  2. Decide if you want to group or aggregate the data. I’m pretty happy with a full report here, so I’m not going to make any changes

    Reviewing the report

  3. Click the “schedule” button at the top of the report, set the report to send out every month, and send the report to our “Sales” team. We all want to know how we’re communicating and ways to save time.

    Scheduling the report

Saved reports just got even better

It’s now so much easier to get the most out of Freckle’s reports. Have a lot of saved reports, but having a hard time keeping track of them? Good news, you can now rename your saved reports! πŸŽ‰

Report Settings

Not only will this make it easier to organize your existing reports, you can now create report templates.

Say, for example, that you want to be able to quickly run reports on the time logged in #meetings for 3 specific long-term clients, grouped by week:

Setting up report template

You can save a copy of the report and label it as a template.

Labeling the report as a template

Then, you can run the template report, change the dates, and get the exact data you were looking for.

Using report template

On top of that, we’ve added filtering and searching to the reports page, and summaries for each report. All this will make it much easier to find and run the reports you’re looking for, saving you time and money!

Let us know what you think!

Scheduled reports are in beta, and this is just the start, so please let us know what you think!

If you have feedback on our new features or anything in Freckle, we’re always happy to listen and help: drop us a line at [email protected]! πŸ™‚