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# Scheduled Reports

# Scheduled Reports

**In this article:**
* Overview
* Why use Scheduled Reports
* Security and access
* What recipients receive
* How to create a Scheduled Report
* Managing existing schedules
* Things to keep in mind
* FAQs
* Who can do this

## Overview
Scheduled Reports let you send a saved report to selected people or Teams automatically, on a recurring basis. They're ideal for leaders who need regular insight into completion rates, overdue learning, onboarding progress or compliance activity — without anyone remembering to run the report each time. Scheduling builds on SuperPath's Saved Reports and works much like assigning or scheduling a learning, so it should feel familiar.

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## Why use Scheduled Reports
Scheduled Reports help you:

* Automate repetitive reporting and save admin time.
* Keep leaders consistently informed on training activity.
* Support compliance requirements with reliable, repeatable reporting.
* Base decisions on up-to-date results, since each send re-runs against live data.
* Keep learner information secure, with access via login-only links.

## Security and access
Report emails do not contain the CSV as an attachment. Instead, the email includes a secure link to the report:

* Only the scheduled recipients can open the report.
* If a recipient isn't logged in, they're prompted to sign in first.
* The CSV is downloaded directly from SuperPath, keeping the data protected.

This avoids sending sensitive information through email, which is long-lived and insecure.

## What recipients receive
Each recipient gets an email on the report's scheduled day. The email includes:

* Your organisation's branding
* The report name
* A secure button to view the latest data
* Access to download the report as a CSV

![Example Scheduled Report Email](https://storage.crisp.chat/users/helpdesk/website/-/c/0/6/4/c0645e580ffc0800/image_ekxlk7.png)

## How to create a Scheduled Report
1. Go to **Reports** in the left-hand menu and open the **Saved Reports** tab.
2. In the row for the report you want to schedule, click the **Schedule a Report** (clock) icon.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/0/6/4/c0645e580ffc0800/image_1drwpdb.png)

3. In the **Search people and teams** box, add the recipients — individual users, several people, or entire Teams.
4. Under **Send**, choose how often the report goes out: **Weekly** (choose the day), **Monthly** (choose the occurrence and weekday, e.g. the first Monday), **Monthly on day** (choose a day of the month), or **Yearly** (choose the month and day).
5. Check the **This report will be first sent on…** line to confirm the first send date.
6. Click **Create Schedule Report**.

Your schedule now appears in the list below the report.

![](https://storage.crisp.chat/users/helpdesk/website/-/c/0/6/4/c0645e580ffc0800/image_69aoxm.png)

> **Tip:** Keep each distribution list focused so recipients get a clear, relevant report rather than noise.

## Managing existing schedules
A saved report can carry several schedules — for example a weekly send to one Team and a monthly send to another. To review them, open the schedule dialog and click **Show Scheduled Reports**. For each schedule you can see who created it, its frequency, the recipients and the last send date, and delete any you no longer need. To change how often a report sends or who receives it, delete the schedule and create a new one. See *How to Delete a Scheduled Report* for the full steps.

## Things to keep in mind
* Each send re-runs the report against live data, so recipients always get current figures.
* Recipients must be signed in to SuperPath as themselves to open the link — the report file is never public. See *How to Access a Scheduled Report From the Email Link*.
* Deleting a schedule stops future sends only; it doesn't affect the saved report or files already emailed.
* Deleting the underlying saved report stops all of its schedules.
* If any Custom Fields have **Include in reports** turned on, the CSV includes a column for each one, just like a manual export.
* Those Custom Field columns follow the access of the person who created the schedule, not each recipient. A schedule created by a Manager never includes **Admins only** fields. If the person who created it is later disabled or removed, the report still sends but only includes fields set to **Everyone**.

## FAQs
**Do recipients need a SuperPath login?**
Yes. The email link opens the report in SuperPath, and a recipient must be signed in as themselves to access it.

**Can I schedule any report?**
You schedule a saved report, so save the report you want first, then add a schedule from the **Saved Reports** tab.

**Why doesn't my Scheduled Report include a Custom Field?**
Check that the field has **Include in reports** turned on in **Settings → Custom Fields**, and that the person who created the schedule is allowed to see it under the field's access level.

**Can one report have more than one schedule?**
Yes. Add as many schedules as you need — for example different frequencies for different audiences.

## Who can do this
**Owners**, **Admins**, **Managers** and **People Managers** can reach the Reports area and create or manage Scheduled Reports. **Content Managers**, **Instructors**, **Employees** and **Restricted** users do not have access to the Reports area. Anyone added as a recipient can open the report from the email link, provided they're signed in to SuperPath as themselves.