Scheduled reports let administrators automate the generation and delivery of reports on a recurring basis. Instead of manually pulling a report every week or month, configure a schedule once and receive a secure download link by email each time the report runs.
⚠️ Contact your Amilia representative to enable this feature.
1. Key benefits
Zero manual effort — configure once and the right report lands in your inbox automatically, no recurring pulls or distribution needed.
Fewer errors — eliminating manual steps removes the risk of wrong date ranges, missed runs, or formatting mistakes.
Timely, consistent data — reports arrive on a predictable schedule, so the right people are reviewing the right data at the right time.
Direct delivery to stakeholders — recipients get the report automatically, no need to coordinate or ask someone to run it.
2. Who this is for
Scheduled reports are useful for any organization, but especially valuable for larger, multi-department operations:
Accountants — e.g., a payment by item report on the 1st of each month, covering the prior month's payments.
Department managers — e.g., a weekly sales summary for aquatics to track program performance.
Facility maintenance managers — e.g., a facility events report every Monday morning, covering the next 7 days.
Branch managers — e.g., daily or weekly key metrics to keep leadership informed on operational health.
Network admins — assess performance or health across all locations without accessing each organization individually.
3. Before you start
🔑 Permission needed for shared scheduled reports (sending to recipients beyond your own email):
Permission name 🔑 | Why you need it |
Finance and reporting Shared scheduled reports | Optional — Lets you add custom recipients to a scheduled report. Without it, you can still create personal scheduled reports, but they can only be sent to your own email address. |
Any admin with access to the Scheduled reports module can create personal scheduled reports (sent only to themselves), regardless of this permission.
4. How to configure a scheduled report
Go to Reports > Scheduled reports > Create new and configure three things:
Report setup
Select the report to schedule.
Optionally, select a saved template (for dynamic reports that support templating). Static canned reports run as-is.
Select the reporting period (see Reporting periods below).
Schedule setup
Give the schedule a name. This name appears in the email and in the downloaded file name. The name is mandatory. You will not be able to save if the name field is empty.
Choose the frequency: Daily, Weekly, or Monthly. For weekly, choose the day of the week; for monthly, the run happens at the start of the month.
Configure recipients — personal (yourself only) or shared (see Before you start above).
Report recipients
Select or search for administrators to receive this report by email. You can also select permission groups below.
When you’re done, click Schedule.
Once saved, the schedule appears in the Scheduled reports list, showing the report name, schedule name, last updated date, next run date, period, and frequency.
5. Reporting periods
Report date type | Available period options |
Date interval (most operational reports) | Last day, Last full week (Mon–Sun), Last full month, Month to date, Year to date, Previous [X] days, Next [X] days |
As-of date (financial / point-in-time reports) | End of last week (last day of prior week), End of last month (last day of prior calendar month), [N] days before run date |
No date | No period selection required — the report runs as configured. |
🎗️ "Today" isn't available as a period option. Scheduled reports run at an unspecified time within the scheduled day, so including the current day could produce inconsistent data depending on when the report happens to generate.
6. Email delivery and downloads
When a scheduled report is ready, recipients get an email with a Download report button. Clicking it requires the recipient to be logged into their Amilia account — the system then verifies they still have the appropriate permissions before serving the file.
Reports are delivered via secure, authenticated link rather than as email attachments, avoiding the security and size limitations of attachments.
The download link expires after 7 days. Save a copy if you need it longer — this isn't intended as a storage or archiving solution.
The downloaded file name includes the date the report was generated, the name of the scheduled report configuration, and the reporting period used.
🌐 Scheduled reports are available at both organization (branch) and Network levels, and work the same way.
7. Supported reports
Not every report can be scheduled yet – only a subset. They are all listed in the app, which is always up to date. More reports will be added over time.
8. Known limitations
Limitation | Detail |
Row limit | Reports are capped at the Excel row limit (1,048,576 rows). There's currently no alert when a report is truncated for this reason. |
No exact delivery time | Reports are delivered on the scheduled date, but with no guarantee of the specific hour — this is by design, to let internal jobs run at optimal times. |
Download link expires in 7 days | Not intended for long-term storage. Save a copy if you need the report beyond 7 days. |
"Today" excluded from period options | Since there's no guaranteed run time, period options that include the current day aren't supported. |
Subset of reports only | More reports will be added over time. |
No emails for trial/demo/onboarding organizations | Amilia doesn't send emails for organizations that aren't in active status. You can still configure scheduled reports, but no emails will be sent until the organization is active. |
Frequently asked questions
Why isn't "today" an available period option?
Scheduled reports run at an unspecified time within the scheduled day, to allow internal jobs to run when it's most appropriate. Including the current day could produce inconsistent data depending on when in the day the report was generated, so it's intentionally excluded.
What happens if my report goes over the row limit?
Scheduled reports are capped at the Excel row limit (1,048,576 rows). There's currently no notification if a report is truncated for this reason — if you're running high-volume reports, keep this in mind and narrow your reporting period if needed.
How long do I have to download my report?
The download link expires 7 days after the report is generated. If you need to keep the report longer, download and save a copy before the link expires.
What's the difference between a personal and a shared scheduled report?
A personal scheduled report is only sent to the admin who configured it — any admin with access to the module can create one. A shared scheduled report is sent to additional recipients beyond the configuring admin, which requires the Shared scheduled reports permission. If you don't have this permission, the recipient section of the configuration form will show a message indicating the report can only be sent to your own email address.
Can I set up scheduled reports for a trial, demo, or onboarding organization?
You can configure them, but no emails will be sent until your organization is in active status — Amilia doesn't send emails for organizations that aren't active yet.
Is there a separate permission for Network-level scheduled reports?
No. The same Shared scheduled reports permission governs personal vs. shared scheduled reports at both the organization and Network levels.