This feature is available to all Waybook Pro teams
The best insights are the ones you actually see. Scheduled Reports takes your Saved Reports and delivers them automatically - on the days you choose, to the people who need them. No more remembering to run a report before a Monday meeting or a monthly review. Set it up once, and the right data lands in the right inboxes every time.
It's a simple way to keep your team's oversight on autopilot, so you can spend less time pulling numbers and more time acting on them.
Create a scheduled report
Scheduled Reports builds on the Saved Reports you already use, so the reports you send are always ones you've set up and trust. Here's how to put one on a schedule:
From the top navigation, open Reporting, then select Scheduled Reports from the left-hand menu.
Click + New scheduled report in the top right.
On the Schedule tab, give your report a clear Name and Description, then set the Frequency - daily, weekly, or monthly - and choose the days, the time, and the time zone it sends. A summary line confirms exactly when it will next run.
Open the Reports tab and add one or more of your Saved Reports. Bundling several means everything your team needs arrives in a single email.
Use the Groups and Members tabs to choose who receives it - add whole member groups, individual admins and managers, or a mix of both.
Click Create scheduled report. It's now live and will send automatically on your schedule.
💡 Waybook Tip
Bundle related reports into one schedule to give a complete picture in a single email. For example, pair a learning path progress report with a document engagement breakdown for a full view of how a new hire cohort is settling in.
Choose who gets your reports
You can send your reports to whole member groups, to individual admins and managers, or to a mix of both. Either way, only admins and managers are notified. Readers, authors, and anyone who wouldn't normally have access to reports won't receive it - so your insights stay with the people responsible for acting on them.
Each report is delivered as a link straight into Waybook. Recipients click through to view the report live, with the most current data, rather than opening a static attachment. From there, they can export the report in any of Waybook's supported formats if they need to share it further or work with it elsewhere. It's entirely up to them.
Worth knowing: recipients see the full contents of every report in the schedule. A manager may see data about content they wouldn't otherwise have access to in Waybook, so it's worth double-checking the groups and members you add.
💡 Waybook Tip
Sending to a member group rather than named individuals means you don't have to manage a separate recipient list. As people join or move groups, who receives the report keeps up automatically.
Manage your scheduled reports
You're in full control once a report starts sending. From the Scheduled Reports view, you can edit any scheduled report at any time - change how often it sends, rename it, update the description, or adjust which member groups receive it.
Need to take a break without losing your setup? You can pause a scheduled report and switch it back on whenever you're ready. And if a report has run its course, you can delete it entirely. Whatever you change, it takes effect from the next scheduled send.
You can also view the send history for any scheduled report, so you can see exactly when it last went out and confirm it's reaching your team as expected.
Preview and refine your reports
Want to see exactly what's going out before it sends? Head to your Saved Reports to preview any report and check it shows what you expect.
This is also where you fine-tune things. Refine and optimize a Saved Report - adjust its filters or scope - and those changes flow straight through to any scheduled report that includes it. Your Saved Reports and Scheduled Reports stay in sync, so improving one improves the other.
To go deeper on building and saving reports, see the full Reports guide.
Questions about Scheduled Reports? Our support team is here to help you get your reporting running on autopilot!