SOURCE: Vacation Tracker
TITLE: Guide: How Do I Set Scheduled Reports?
URL: https://vacationtracker.io/knowledge-base/guide-how-do-i-set-scheduled-reports/
LANG: en
PUBLISHED: 2021-10-04
UPDATED: 2026-02-09
READING: 2 min
SUMMARY: Scheduled Reports send the reports you need to the right people on a set cadence, automatically. See what you can schedule and how it's shaped (Complete plan).
Scheduled Reports turn the act of running a report into something that just happens. You pick the report, the cadence, and the recipients, and from then on the report shows up in their inbox on schedule. It's the difference between remembering to send the leave summary every Monday and knowing that it sent itself. Scheduled Reports are part of the Complete plan.
What Scheduled Reports Solve
Most leave-related reporting is repetitive: a weekly leave summary for the leadership team, a monthly balance report for payroll, a quarterly view for finance. Scheduled Reports remove the "I need to run that report again" step. The same report goes to the same people at the same cadence, with the data refreshed each time.
What You Can Schedule
Leave Request reports: which leaves were approved, denied, or pending in a window.
Leave Balance reports: current balances for every User, grouped by Department or Location.
Monthly Leave Balance reports: month-end snapshots, useful for payroll handoffs.
Company Audit Log reports: a trail of changes to settings and policies, useful for compliance.
How a Scheduled Report Is Shaped
The base report: pick which report type you want and the filters that narrow it (Department, Location, leave type, date range).
The cadence: weekly, monthly, or a custom day pattern. The cadence decides when the file lands in the inbox.
The recipients: one or more email addresses, including group aliases (hr@yourdomain.com, payroll@yourdomain.com).
The format: typically a CSV file attached to the email so recipients can open it in their tool of choice.
Why It's Worth Setting Up
Removes the human reminder: nobody needs to remember to send last month's balances.
Forces consistency: the same filters apply every time, so trends are comparable across months.
Decouples the report from the person: if the person who used to send the report is on leave or leaves the company, the schedule keeps running.
What This Means for Each Role
Administrator: creates and edits Scheduled Reports at the workspace level. Owns the cadence and recipient list.
Approver: can request reports for their teams and may also schedule them if your workspace allows it.
User: doesn't see Scheduled Reports. They receive the email if they're on the recipient list, the same as any other email recipient.
Common Questions
Yes. Schedule it twice with the same filters and different cadences (for example, weekly to managers and monthly to finance). Each scheduled instance is independent, so changing one doesn't affect the other.
The next run picks up the latest data, including any new leave types. Filters that referenced a renamed or removed leave type may need to be re-selected; the report will let you know if a filter became invalid.
No. Any email address works, including group aliases. This is helpful for sending payroll reports to a payroll@ address, or audit reports to an external accountant.
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