What are Scheduled Reports?

Scheduled Reports allow you to schedule any available report to be emailed automatically on a daily, weekly, or monthly basis. Reports can be delivered as an Excel, PDF, or CSV file to one or more recipients.

With Report Subscriptions, you can:

Schedule reports to be emailed automatically
Deliver reports daily, weekly, or monthly
Choose between Excel (.xlsx), PDF, or CSV formats
Filter supported reports by production or event
Send reports to multiple email recipients
Send a report immediately with Send Now
Duplicate an existing subscription to save time

Accessing Scheduled Reports

To access Scheduled Reports:

Log into your On The Stage dashboard.
Select Reporting from the left navigation menu.
Click Scheduled Reports.

You'll see a list of all scheduled reports created for your organization.

Creating a Scheduled Report

Navigate to Reporting → Scheduled Reports.
Click New scheduled report.
Select the report you'd like to receive.
If available, choose any report filters:
- Production (Optional)
- Event (Optional)
Note: An event can only be selected after choosing a production.
Add one or more recipient email addresses.
- Press Enter, Comma, or Space after each email.
- Invalid email addresses will appear in red until corrected.
Configure your delivery schedule:
- Daily
- Weekly
- Monthly
Choose your preferred delivery format:
- Excel (.xlsx)
- PDF
- CSV
Click Create Scheduled Report.

Your new scheduled report will immediately appear in the reports list.

"Create Scheduled Report" stays grayed out until you've selected a report and added at least one valid email address.

Editing a Scheduled Report

1. Find the report in the list and click the overflow menu (⋯) on the right.

2. Click "Edit".

3. The "Edit Scheduled Report" modal opens with all current settings pre-filled. Make your changes.

4. Click "Save". The modal closes and the list refreshes with your updates.

Changing the report clears any production or event filters you had set, since filters depend on the report's available parameters.

Duplicating a Scheduled Report

Duplicating opens the "New Scheduled Report" modal pre-filled with all the settings from an existing schedule. Useful for creating variations of the same report.

1. Click the overflow menu (⋯) on the subscription you want to copy.

2. Click "Duplicate".

3. The "New Scheduled Report" modal opens with the same settings. Adjust anything you want — recipients, schedule, format.

4. Click "Create Scheduled Report" to save the new subscription.

Duplicating does not save a new schedule automatically. You need to click "Create Scheduled Report" to confirm it.

Sending a Report Immediately

"Send Now" triggers an immediate one-off delivery of the report to all recipients. The scheduled delivery isn't affected.

1. Click the overflow menu (⋯) on the subscription.

2. Click "Send Now".

If successful, you'll see a "Sent — check your inbox." confirmation. It disappears after a few seconds.

If the send fails, you'll see "Send failed. Please try again." Click the × to dismiss it and try again.

Deleting a Scheduled Report

1. Click the overflow menu (⋯) on the subscription you want to remove.

2. Click "Delete".

3. A "Delete scheduled report" confirmation modal appears. Click "Delete" to confirm, or "Cancel" to go back.

Troubleshooting

"Create Scheduled Report" is grayed out

• Make sure you've selected a report from the "Report" dropdown.

• Make sure at least one email address has been added to "Recipients".

• If any email chip appears in red, remove or correct it before saving.

Recipients aren't getting the emails

• Double-check the email addresses in the scheduled report — look for typos.

• Ask recipients to check their spam or junk folders.

• Use "Send Now" to trigger a test delivery and confirm the address works.

The wrong production or event is showing in the delivered report

• Open the scheduled report via "Edit" and verify the Production and Event filters are set correctly.

• If the filters aren't showing, the selected report may not support production/event filtering.

"Send Now" returned "Send failed. Please try again."

• Wait a moment and try again — this is usually a temporary issue.

• If it keeps failing, try editing and re-saving the schedule, then attempt "Send Now" again.

The Filters section doesn't appear in the modal

• Not all reports have production or event filters. The Filters section only shows up for reports that support them.

The "Event (optional)" field is disabled

• You need to pick a production first. The event list populates based on the selected production.

Quick Reference Tables

Overflow menu actions

Send Now	Sends the report to all recipients immediately (one-off, doesn't change the schedule).
Edit	Opens the Edit Scheduled Report modal with current settings pre-filled.
Duplicate	Opens the New Scheduled Report modal pre-filled with this report's settings.
Delete	Permanently removes the scheduled report after a confirmation step.

Delivery formats

Excel (.xlsx)	Spreadsheet format. Default selection. Best for sorting, filtering, and data analysis.
PDF (Print-ready)	Fixed-layout snapshot. Best for sharing or printing as-is.
CSV (Plain rows)	Comma-separated values. Best for importing into other tools.

Schedule options

every day	Delivers once per day at the chosen time.
every week	Delivers once per week on the chosen day and time.
every month	Delivers once per month — on either the first or last occurrence of the chosen weekday.

Schedule display in the list (examples)

Daily at 9:00 AM	Sends every day at 9 AM local time.
Weekly — Monday at 9:00 AM	Sends every Monday at 9 AM.
Monthly — First Monday at 9:00 AM	Sends on the first Monday of each month at 9 AM.
Monthly — Last Friday at 5:00 PM	Sends on the last Friday of each month at 5 PM.