Exports and scheduled reports

Every report in the report library can leave the console in two ways: as a file you download now, or as a scheduled email to your staff. Both carry exactly the numbers you see on screen.

Before you start #

• Exports need reports.export or ai.export. Schedules also need reports.schedule.
• Set the report's filters first. The export and the schedule use the period, rooftops and filters currently on the page.

Export a report #

1. Open Reports & AI › Report library and open a report.
2. Set the filters and select Update.
3. Next to Saved view, under Export:, select CSV, Excel or PDF. The file downloads straight away.

Every file starts with a scope stamp:

• the report and your dealership;
• the period, time zone and comparison period;
• the rooftops, filters and currency;
• when it was generated (UTC and local time) and by whom;
• whether customer details are included;
• the data source and any warnings.

After the stamp come the report's sections, with the same rows and totals as the screen.

Money is shown in dollars to the cent. Every export is recorded in the audit log with its format, dates, rooftops and filters.

Schedule an email delivery #

1. Open the report and set the filters you want each email to use. Choose a relative Period such as Last 7 days or Last month: the schedule works it out again on each send day.
2. Scroll to Schedule email delivery.
3. Enter a Name (the report title is filled in).
4. Choose a Frequency: Daily, Weekly (pick the Weekday) or Monthly (pick a Day of month from 1 to 28).
5. Set the Hour (dealership time), from 0 to 23.
6. Choose a Delivery: PDF attachment, Excel attachment, CSV attachment, or Secure link (expires in 7 days).
7. Tick the Recipients. You can pick up to 20 staff members of your dealership.
8. Select Save schedule.

(open full size)

1. Frequency and timing. Sends at the chosen hour in your dealership's time zone, correctly across daylight-saving changes.
2. Delivery. A file attachment, or a secure link that works for 7 days.
3. Recipients. Staff only. Each one receives the numbers their own access allows.

Manage your schedules #

1. Open Reports & AI › Report library and select Scheduled reports.
2. The table lists each schedule with its report, timing, delivery, recipients, next send and last result.
3. Select Pause or Resume to stop or restart a schedule, or Delete to remove it.
4. Recent deliveries shows each recipient's delivery status.

How deliveries are checked #

Each time a schedule is due, MotoDealerHQ checks again before anything is sent:

• The owner of the schedule must still be an active staff member with reports.schedule, access to the report and export rights. If not, the schedule pauses (and the pause is audited).
• Each recipient must still be an active staff member with access to the report and export rights. Anyone who is not is skipped.
• The numbers are calculated with each recipient's own access. A rooftop-limited manager gets only their rooftops. If the schedule names only rooftops they cannot see, they receive nothing.

Tips #

• One weekly PDF of Executive overview to the owner and general manager is a good first schedule.
• Use Secure link delivery for large reports or when recipients read on a phone: the email stays small and the link expires on its own.
• Name schedules after their audience, for example "Monday sales meeting".

Permissions #

Limitations #