Email a report automatically

A scheduled report runs your call statistics on a timetable you choose and emails the results. Your weekly numbers land in your inbox, and nobody has to sign in to pull them.

This feature needs the Contact Center Lite or Contact Center Pro plan. See plans and pricing

Some labels in your portal or apps may look slightly different from this guide.

Before you start

• Two kinds of statistics can be scheduled: user reports and enhanced ring group reports. Phone menu statistics can't, so run those yourself. See see which menu options callers choose.
• Run the report by hand once first, so you know the filters give you what you want. See see call statistics by day, user and number.
• At the top of the scheduled reports page, a status line says whether the report scheduler is running. If it says it isn't, contact support before you set anything up.

Create a scheduled report

1. 1
   Step 1:

   Open scheduled reports

   In the admin portal, open the scheduled reports page. It usually sits with the other statistics pages under Statistics. Ask support if you can't find it.
2. 2
   Step 2:

   Add a report

   Select the add button, then pick Extensions for reports about users or Enhanced Ring Groups for reports about a team.
3. 3
   Step 3:

   Name it and switch it on

   Enter a Name you'll recognize in your inbox, and turn Active on.
4. 4
   Step 4:

   Choose how often it runs

   Pick an Interval:

   • Hourly runs every hour between a start time and an end time.
   • Per day runs at the time you set, on the weekdays you tick.
   • Monthly and Yearly run once a month or once a year at the time you set.
5. 5
   Step 5:

   Set up the email

   Turn on Send E-mail, enter the address in E-mail To, and choose an Attachment format: HTML, PDF or CSV.
6. 6
   Step 6:

   Pick the reports

   Choose the reports to include. User reports cover answered, unanswered and all calls, plus inbound, outbound and internal calls. Ring group reports add missed calls for each member and callers who rang more than once.
7. 7
   Step 7:

   Set the filters

   Choose a Time period, such as Last Week or Current Month, then the users or ring groups the report covers. For ring groups you can also narrow it to certain members. Call length, hold time and caller filters are optional.
8. 8
   Step 8:

   Save

   Select Save, or Save & Run to run it once right away as well.

Match the time period to how often the report runs. A report that runs on Mondays pairs well with Last Week, and a monthly one with Last Month.

Manage your reports

The scheduled reports list shows each report's name, type, interval and whether it's active, plus when it last ran and how that run went.

• Select Show to open the latest results. From there you can print them, save a PDF or email them.
• Select Edit to change a report, or turn Active off to stop it without losing your settings.
• Select Delete to remove a report you no longer need.

Troubleshooting

• No email arrives. Check that Active and Send E-mail are both on, that the address is right, and what Last status says. Then look in your spam folder.
• The page says the scheduler isn't running. Contact support.
• Ring group numbers look low. Calls a member's own forwarding or other call settings picked up may not be counted. Contact support if the totals don't match what you expect.

Don't see this option? Contact support and we'll set it up for you.