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:   2026-10-28
READING:   3 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).
Guide: How Do I Set Scheduled Reports?
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Last updated on October 28, 2026

Guide: How Do I Set Scheduled Reports?

Scheduled Reports turn the act of running a report into something that just happens. You pick the report, the delivery day, 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 month 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 monthly leave summary for the leadership team, or a monthly balance report for payroll. Scheduled Reports remove the "I need to run that report again" step. The same report goes to the same people on the same day each month, with the data refreshed each time.

What You Can Schedule

  • Leave Request Report: leave requests from the reporting period, filtered by Leave Status (Approved, Denied, Expired).
  • Leave Balance Report: current balances for every User, grouped by Department or Location.
  • Monthly Leave Balance Report: leave taken (or scheduled) per Leave Type for each employee, broken down by month for the current and next 11 months.

How a Scheduled Report Is Shaped

  • The base report: pick the Report type and, if you want, narrow it with Filter by (Locations, Departments, or Labels). The Leave Request Report covers the Last Month reporting period.
  • The delivery: reports go out once a month. Under Delivery, pick the day of the month and the time, plus the Time zone.
  • 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 delivery day and recipient list.
  • Approver: access to Reports depends on the Who can run and export Reports setting in Features & Permissions.
  • 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 a different delivery day or recipients (for example, on the 1st to managers and on the 5th to finance). Each scheduled report is independent, so changing one doesn't affect the other.

The next run picks up the latest data, including any new leave types.

No. Any email address works, including group aliases. This is helpful for sending payroll reports to a payroll@ address, or leave balances to an external accountant.

What's Next?

What Types of Reports Can I Export? Guide: What Are The Differences Between Our Core and Complete Plans? Guide: Notifications Within Vacation Tracker
Need help?
Regular Users: If you have any questions, email us anytime at hello@vacationtracker.io.
Admins and Approvers: You can reach us via live chat Monday to Friday, 9 AM – 5 PM EST, or email us anytime at hello@vacationtracker.io.

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