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Reports - Schedule a dashboard as a report
With our dynamic reporting feature, you can customize dashboards with the widgets that matter most and schedule them for automated delivery to administrators and designated teams. This allows you to create multiple reports per dashboard, ensuring that every stakeholder receives the most relevant insights—tailored to their role and delivered exactly when they need them.
1. Set up a report
The basic principle of setting up a report is that you have a dashboard you want to send to specific recipients on a regular basis. You can learn how to create a dashboard and which widgets are available in this article.
Make sure to add relevant widgets to your dashboard to ensure that everyone receives the most valuable insights tailored to their roles.
NOTE: Only administrators can set up and manage reports. You can create multiple reports for the same dashboard.
To get started, open the dashboard you want to schedule and select "Schedule a report" from the dropdown menu.
This will launch a short setup wizard that helps you configure the report according to your needs.
1a. Step 1: Report
In this first step, define the general settings for your report:
Report Content
Choose whether or not to include widgets directly in the report email.
If enabled, the first three supported widgets on your dashboard will appear in the email. Currently, the following widget types are supported:
- Metric Score (NPS, CSAT, CES)
- Top Positive Categories
- Top Negative Categories
The data included in each report is personalized based on the access rights of the user receiving it. If a user belongs to multiple teams that are selected as report recipients, they will receive a separate report email for each team.
If you disable this option, the report email will not include any data. Instead, it will contain a button that links directly to the full report in the platform.
Report Frequency
Select how often the report should be sent:
- Daily: Sent every day at 06:00 (UTC)
- Weekly: Sent every Monday at 06:30 (UTC)
- Every Two Weeks: Sent every other Monday (even weeks) at 06:30 (UTC)
- Monthly: Sent on the 1st day of each month at 07:00 (UTC)
- Quarterly: Sent on the 1st day of each quarter at 07:00 (UTC)
Status
By default, a newly created report is set to active. This means it will be sent to the selected recipients according to the configured schedule—as long as data is available for the specified date range.
You can deactivate a report at any time. When a report is deactivated, it will no longer be sent until it is reactivated.
1b. Step 2: Recipients
In this step, you define who will receive the scheduled report. There are two types of recipients:
- Administrators
- Teams:
- Every user who is a member of the selected team will receive the report notification.
- Each user will only see data specific to their own team.
- If a user belongs to multiple teams that are selected as report recipients, they will receive a separate report email for each team.
IMPORTANT
Ensure that the teams you select have access to the dashboard the report is based on. [Learn how to manage dashboard access here.
Users assigned to a team cannot unsubscribe from receiving reports.
The email address system@hellocustomer.email is used to send alerts, reports, and new user invitations. These emails may be blocked by spam filters.
To avoid this, we recommend:
- Adding system@hellocustomer.email to your allowlist (safe sender list)
- Checking your spam or junk folder if alerts or reports do not appear in your inbox
1c. Step 3: E-mail subject
In the final step, you can configure the email subject line of the report email in all user languages. This step is optional—if you choose not to personalize the subject, we’ll use the default format:
Default subject:
New report for [team name]: [dashboard name] / [frequency]
On this page, you’ll see how the email subject appears for different recipient types:
- Administrators who receive the report
- Root team users (users in the highest-level team)
- Team unit users, using the first team below the root team as an example
When you enable custom email subjects, input fields for each language become editable. You only need to configure the subject for the languages used by your recipients.
When personalizing the subject line, you can:
- Add free text
- Insert dynamic fields by using the blue button:
- Dashboard name
- Team name
- Report frequency
Using dynamic fields ensures that the subject line always displays the correct values, regardless of the recipient’s team, changes in dashboard names, or updates to report frequency.
2. Report actions
To consult all configured reports in your environment, follow these steps:
- Go to Settings
Select Notifications from the left-hand navigation menu, or click the corresponding tile
- Open the Reports tab to view a list of all scheduled reports in your environment.
2a. Edit
To edit an existing report, follow these steps:
- Navigate to the Reports tab (via Settings > Notifications).
- Click the pencil icon next to the report you want to edit.
This will reopen the setup wizard used to configure the report where you can make the necessary changes.
NOTE
The only setting you cannot change is the dashboard the report is based on.
To use a different dashboard, you’ll need to create a new report.
You can also edit a report directly from the dashboard:
- Open the relevant dashboard.
Click “Edit report settings” from the dashboard menu.
- You’ll be taken to a filtered view of the Reports tab, showing only reports linked to this dashboard.
- Click the pencil icon for the report you want to update and make your changes.
2b. Duplicate
To duplicate a report, click the duplicate icon (two files) located to the right of the report you want to copy.
The duplicated report will open in edit mode, allowing you to adjust all settings—except for the dashboard the report is linked to. If you need the report to be based on a different dashboard, you'll need to create a new report instead.
2c. Delete
To delete a report, click the trash can icon to the right of the report you want to remove. Once a report is deleted, it will no longer be sent to recipients. This action is permanent and cannot be undone.
IMPORTANT
If a dashboard is deleted, any reports linked to it will be automatically deleted as well.
2d. Go to the latest report
Click the eye icon to open the dashboard with the date range of the most recently sent report. If the report has not been sent yet, the eye icon will not be available.
3. Report notifications
Based on the chosen schedule, report recipients will receive an email notification when a new report is available.
The content of the email depends on whether you chose to include report content:
If enabled:
The email will display the first three supported widgets, showing relevant data for the recipient’s team. It will also include a button to view the full report in the platform. After logging in, they will see the linked dashboard with the correct date range.
If disabled:
The email will only include a "View Report" button. Clicking it will take the recipient directly to the platform. After logging in, they will see the linked dashboard with the correct date range.
