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A schedule emails a saved report to a list of people on a repeating cadence. Set it once and the report arrives without anyone opening TimeTracker.

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What is a report schedule?

A schedule is a small record that ties four things together: Every run uses the report’s own saved settings – its source, period, columns, filters, grouping and sorting. Change the report and every future email changes with it.
A schedule points at a report, it does not copy it. Fix a filter on the report and the next email is already fixed.

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When to use one

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How to schedule a report

1

Save the report first

A schedule can only target a saved report. If nothing is saved, the picker says: “Save a report first to schedule it.”
2

Open Scheduled reports

Go to Reports → Scheduled reports, or search for “Report schedules” in the command palette.
3

Click Schedule report

The create dialog opens: “Have this report emailed to your group on a recurring cadence.”
4

Name it

Type a name, for example Weekly profitability. Names are 1 to 80 characters.
5

Pick the report

Choose one of your saved reports from the Report dropdown.
6

Pick a cadence

Daily, Weekly or Monthly.
7

Add recipients

Type email addresses separated by commas, for example [email protected], [email protected]. At least one is required.
8

Save

Click Save schedule. A toast confirms “Schedule created.”
Save schedule stays disabled until the schedule has a name and a report.

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The schedules table

Above the table sit a lifecycle filter and the Schedule report button. With nothing set up: “No schedules yet.” and “Schedule a report to have it emailed to your group on a cadence.”

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Editing a schedule

Click the pencil on a row. The same dialog opens with the current values filled in, titled Edit schedule. Change what you need and click Save schedule. The replacement is written before the old one is removed, so a failure never loses the schedule you had.
An edit does not leave a copy behind in the Trash. You edited a schedule; you did not delete one.

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Retiring a schedule

Use the three-dot menu on a row to archive, trash or restore a schedule. An archived or trashed schedule stops sending. Switch the lifecycle filter above the table to see retired schedules and bring one back.

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When schedules run

Schedules are checked once a day. Each one fires when its next run time arrives, then rolls forward by exactly one cadence step: A monthly schedule created on 31 January moves to 28 or 29 February, not into March. A newly created schedule starts one cadence step from the moment it was created. A weekly schedule created on Tuesday first fires the following Tuesday.

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What the recipients get

Each recipient gets their own email, titled after the schedule – for example “Weekly profitability – scheduled report” – telling them the report is ready and how many rows it contains. The report itself is built as a CSV file. The figures come from the same engine the on-screen report uses, so a scheduled number and the number on your screen match to the cent.
The report is built under your permissions, not each recipient’s. If you can see cost and revenue, those columns are in the file everyone receives. Think about who is on the list before you add a report with money on it.
Recipients do not need a TimeTracker login. Anyone with an email address can be on the list.

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If your access changes

A schedule stops sending if the person who created it can no longer run the report. That covers:
  • Losing report access after a role change
  • Being removed from the workspace
  • The report being deleted
Nothing is sent, nothing errors at the recipients, and the schedule rolls forward. One failing schedule never blocks anyone else’s.

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Example

Northwind Studio wants the delivery picture in everyone’s inbox on Monday, and receivables on the first of the month. Tom Whitfield creates all three. Because he holds cost and billing access, the Unbilled check file carries the Revenue column – which is exactly what Daniel Okafor needs before raising invoices.

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Permissions

Out of the box, only Owner and Admin hold report.schedule. Project Manager, Finance, Member, Contractor and Client do not, so the page is not in their navigation. Scheduling is a Pro feature. See /concepts/plans-and-features. Schedules are personal. You see and manage your own, not everybody’s.

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What happens next

  • The first email arrives one cadence step after you create the schedule.
  • The report is rebuilt each time, so the numbers are always current.
  • Edit the underlying report and every future email follows.
  • Archive the schedule to stop it.

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Common questions

No. Schedules are checked once a day and fire when they become due. You choose the cadence, not the hour.
Yes, as long as you can see it. Any report in your library – shared or your own – can be a schedule target.
The report’s own saved period, resolved on the day it runs. A Last 7 days report always sends the previous seven days.
No. Any email address works. They receive the report content, not a login.
No. A schedule belongs to whoever created it. Create a second one if someone else needs to own it.
An archived report can still be found, so the schedule keeps running. A deleted report cannot, and the schedule sends nothing.
A pivot has no file output, so schedule the same data as a Plain or Subgroups report instead.

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Troubleshooting

Saved reports

Save the report a schedule will target.

Export a report

Get the same file on demand instead.

Date ranges and periods

What window a recurring email covers.

Report permissions

Whose permissions build the emailed file.

Email notifications

Everything else TimeTracker emails you.