Schedule reports

Overview

Scheduled reports deliver up-to-date information to the people who need it. You can even send individualized reports filtered for the recipient like timesheets and sales reports.

Things to know

• You can send scheduled reports to any employee or technician with an email address in their profile. To add an email address, edit their profile.

• If a simple report contains data specific for the email recipient, the report indicates that it is Filtered by recipient.

• If a simple report contains no data, the report email body notes that there was no activity for the filtered date range.

• When a simple report is set as Filter report by recipient, the recipients receive custom-filtered scheduled reports based on the report.

  • Adding columns with employee or technician names creates filters where recipients receive only report entries that include their names. 

  • If a column that includes employee or technician names, for example, the Employee Name column, is removed from a report, then the report is sent to all users. 

• Recipients of simple reports with the correct reporting permissions can click a link in the email or PDF to open the report in ServiceTitan.

• You can also schedule legacy reports.

Select a report type

You're guided through a series of steps to create a scheduled report. Start with selecting the type of report you want to deliver:

1. Go to the navigation bar and click Reports.

2. In the side panel, click All Reports.

3. Find the report you want to schedule and click the Calendar .
   

   Note: You can also schedule a report after you open it. Click More next to the report name and select Schedule.

   

4. Choose between scheduling a Simple Report and a Flexible Report:

   1. Simple Report: Use simple reports if you don’t need to customize your report or if you want to deliver individualized reports to recipients. ​

      1. Example: Send technicians a weekly performance report so they can monitor their productivity.

   2. Flexible Report: Use flexible reports if you want to customize the look and filters of the report before sending it. Each recipient receives the same report.

      1. Example: Send your field managers a monthly sales report to coordinate and strategize with your team.

Set report schedule

After you select the report type you want to schedule, follow the setup steps:

Add details

1. Enter the basic details of your report. You can add basic filters based on dates, record types, and business units. The filter options change depending on the report type:

   1. Email Subject: Enter the subject line you want for the emailed report.

   2. Attach report as: Select the format for your report:

      1. Select PDF if your recipients print or only view reports.

      2. Select XLSX if your recipients use report data in spreadsheets.

   3. Date Range: Select the days to report on:

      1. Today: Report data from 12:00 AM to the time the report is delivered

      2. Yesterday: The previous calendar day from 12:00 AM to 11:59 PM

      3. Tomorrow: The next calendar day from 12:00 AM to 11:59 PM

      4. Next 7 Days: The seven days after the delivery date

      5. Trailing 7 Days: The previous seven days, not including the report delivery day

      6. Week to Date: The most recent Monday through the report delivery day

      7. This week: The current week, starting the Monday before the report delivery day through the Sunday following the report delivery day

      8. Previous Week: The full week, Monday through Sunday, before the week of the delivery day

      9. Month To Date: The first of the month to the report delivery day

      10. Trailing 30 Days: The previous 30 days, not including the report delivery day

      11. Previous Month: The entire month before the report is delivered. For example, if the report is scheduled for February 5, the report includes data for the entire month of January.

      12. Quarter to Date: The start of the most recent quarter through the report delivery day

      13. Year to Date: From January 1 of the current year to the day the report is delivered

      14. Previous Year: The entire year before the report is delivered. For example, if the report is scheduled for January 2nd, the report includes data for the entire previous 365 days.
          

   4. Business Unit: Select the business units you want to report on. You can add multiple business units. Click the filter icon to search by business units or business unit categories.

   5. Additional filters: Depending on the report type, you can add additional filters.

      1. Click the filter dropdown to add an item to filter by.

      2. Click View selected to view items in the filter.
         

      3. Click a selected item to remove it from the filter.
         

2. When you’re done, click Next.

Tip: If the scope of your report is too wide, an error message displays. If this happens, reduce the date range or add filters to narrow the focus of your report.

Select recipients

1. In the Search and add recipients field, click the dropdown to select from a list or enter the first few letters of a name to filter the list. The list includes business units, employees, and technicians.

2. Select a name to add them as a recipient. You can add multiple recipients.

   Tip: Adding a business unit also adds individuals assigned to that business unit. Click X next to a name to remove it.

   

   
   If you’re scheduling a simple report, select I want recipients to see their own data only to send individualized reports. For example, if you send a timesheet report, technicians only see their own work hours.

3. When you’re done adding recipients, click Next.

Select cadence

Set up the frequency of your scheduled report:

1. In the Send report every fields, enter a frequency and select a unit of time for your report. For example, if you enter 2 and select weeks, the report is delivered every two weeks.

2. From the at dropdown, select the time you want the report delivered.

3. Select additional dates or times if you want the report delivered multiple times within the selected timespan. For example, if you want a report sent twice a month, enter the day of the month for the first delivery date, then click Add another day to enter a second date.
   

4. When you’re done, click Schedule. If this is a flexible report, click Next.

Filter

If you’re scheduling a flexible report, you can arrange columns and filter your report results before they’re sent.

For more on reporting filters, see Filter and arrange a report.

When you're done, click ​Schedule​.

View and duplicate scheduled reports

After you create a scheduled report, it displays on the Scheduled Reports screen. To view scheduled reports, go to Reports > Scheduled.

From the Scheduled Reports table, you can:

• Click the Report to open the report and make changes.

• See the email subject line, report type, recipients of the report, when the report was created, how often the report is sent, the next send date, whether it’s a Flexible or Simple report, and the date the report was last updated. 

• Click Edit to change the report scheduling information.

• Click More to deactivate or duplicate the report.

You can save time when scheduling similar reports by duplicating them.

1. Click More and select Duplicate for the report you want to duplicate.
   

2. Follow the steps to schedule the report. The fields are already filled out with details from the original report.

3. Make any necessary edits.

Want to learn more?

• See Edit or deactivate scheduled reports