Schedule analytics report email

Send an analytics report to your team or clients by email every week or month, without exporting it by hand.

Before you start

• Only owners and admins can schedule a report. Other teammates can view schedules but not change them.
• Decide who should get the report. Recipients can download it, but they don't get access to your account.
• Scheduled reports may not be available on your account yet.

Open the feature

Choose Analytics in the left sidebar. Then either:

• Open Analytics Overview, Cross Platform Analytics, Label Analytics, Engage Labels, Engage Team, Review & Reputation or Competitor Analysis and click Scheduled Report at the top right, or
• Open Scheduled Reports and click Scheduled Report. In Schedule a report, choose the report and click Create.

On a phone, Scheduled Report shows as an envelope-and-clock icon next to Export.

Steps

1. In Personalize your report, add your logo with Upload a Picture, type a Custom Report Name and pick a cover under Change Title Cover.
2. Click Let's Schedule. The Schedule analytics report window opens on its first step, Report Details.
3. Check the Report Name. If you left Custom Report Name blank, it is the report's default name, such as Label Analytics report. Under Selected account (or Selected accounts for Cross Platform Analytics), check the account the report covers. When you start from Analytics Overview, the account you were viewing is already picked if it can be scheduled. Some reports ask for more:
   • Label Analytics: at least one label. Under Show labels as, choose Combined or Compare; Compare needs 2 to 5 labels.
   • Engage Labels: at least one label. Engage Team can narrow to team members, including you as the account owner, and labels.
   • Review & Reputation: at least one review account.
   • Competitor Analysis: at least one of your accounts and at least one competitor. Your YouTube channels and YouTube competitors can be picked too; each run then lists them in Overview and adds the YouTube pages.
4. Under Send report, choose Weekly or Monthly.
5. Pick the Day (weekly) or Day of month (monthly), then pick the Time.
6. In Recipients, type each email address and press Enter.
7. Under Format, choose Report PDF or Report PowerPoint (PPT).
8. Click Select metrics. If a required field is missing, an error appears under each one and Select metrics stays unavailable until they are all valid. Otherwise the Metrics step opens, pre-filled from what the page shows.
9. Tick the metrics and widgets the report should include. For Analytics Overview the list has the same per-network rows as Customize for the account you picked, and Engagement and Demographics expand into their breakdowns. An unticked breakdown is left out of that section's table and chart in every email. Click Back to change the details.
10. Click Schedule report (Save changes when you edit a schedule).

Create from Scheduled Reports

Open Scheduled Reports and choose Scheduled Report in the header. Select the report configuration and complete the recipients, frequency and delivery details shown by the form. Review and save the schedule, then confirm it appears in the list. The create action is disabled when you do not have permission to manage schedules.

Expected result

You see Scheduled report created. The schedule appears on the Scheduled Reports page with its Frequency, Report type, Recipients, Next run and Status. Each email links to the report as a download.

Example

To email your manager a monthly Instagram report, open Analytics Overview, choose your Instagram account and click Scheduled Report. Name the report Instagram Monthly, then click Let's Schedule. Choose Monthly, set Day of month to 1st and Time to 9:00 AM. Add your manager's email, keep Report PDF, click Select metrics, then click Schedule report. On the 1st of each month, they get last month's report.

Account and workspace access

Scheduled report rendering uses the account and workspace saved on the schedule. A scheduled render does not send the manual-request email; its saved recipients receive the scheduled delivery. On a white-label account, the email carries your brand's name and logo, the same as a manual export email.

Limits and permissions

• A weekly report covers the previous 7 days. A monthly report covers the previous calendar month.
• Each report can have one weekly and one monthly schedule.
• Timezone always uses your workspace timezone. Change it in your workspace settings.
• The number of recipients and schedules depends on your plan. The Recipients field shows how many you can add, and Email history shows how many a schedule has out of that limit, for example 3 of 25. Past the limit you see You can add up to 25 recipients. Remove one to add another. with your plan's number.
• When a report email lists label names (as on Label Analytics reports), the line is headed Label or Labels instead of Account or Accounts. A report that lists accounts keeps the Account heading.
• Every email includes only the metrics picked in Metrics, including sections the page's Customize hides. An Analytics Overview or Cross Platform schedule made before metric picking keeps the sections its page hid until you change its metrics. To change them, edit the schedule and click Select metrics.
• Report Name and Report Type can't be changed after setup. To change the name, use Customize template when editing.
• YouTube reports can't be scheduled.
• In the account picker, Select all skips X profiles that don't have an X Suite slot. Assign a slot to the profile first, then select it.

Troubleshooting

• You see Limited Access when you click Scheduled Report: your team role can't create schedules. Authors and Clients see this on every analytics page. Ask an admin on your account.
• Scheduled Report is greyed out: choose an account on the page first. Reports with no data for the selected dates can't be scheduled.
• Select metrics is greyed out: fix each field that shows an error, such as a missing name, account, label or recipient. The button becomes available again once they are all valid.
• You see "This email has already been added.": remove the duplicate address.
• You paste several recipients and some are skipped: valid addresses are kept. The message identifies invalid addresses, duplicates or the recipient limit. Correct the issue it names; remove an existing recipient if you have reached the limit. The Recipients counter shows how many you can add.
• Weekly or Monthly is greyed out: this report already has a schedule for that frequency. Open Scheduled Reports, click the row's menu and choose Edit schedule.
• The Status shows Delivery issue: click Email history on that row to see what went wrong.
• You need to stop emails for a while: click the row's menu and choose Pause schedule. Choose Resume schedule to start again.
• You no longer need a schedule: In Scheduled Reports, open its row menu and choose Delete schedule. To remove several, select their rows and click Delete Selected. Review the confirmation and choose Delete schedule or Delete schedules; choose Keep or Keep schedule to cancel. Recipients stop receiving the selected report or reports, but your analytics and manual exports remain. A deleted schedule can't be restored.

Audit and maintain existing deliveries

The Scheduled Reports list shows the saved schedule name, selected channels, frequency/timezone, report type, recipients, creator, last run, next run and status. Each schedule retains the profiles and filters selected at setup; changing an unrelated report screen later does not automatically retarget it.

Use the row menu for Email history, Edit schedule, Pause schedule, Resume schedule or Delete schedule when offered. A stopped schedule does not offer the same actions as an active one. Not run yet and Not scheduled describe run history and next-run state, not email receipt. Inspect Email history before duplicating a schedule to troubleshoot a missing report. For bulk deletion, review the selected count and the confirmation; deleting delivery configuration is different from deleting analytics data.

Comparison and pages in each scheduled run

When a scheduled report compares against the previous period, each run compares against the period just before that run's own date range. A custom comparison range stays as you chose it, even when it is the same length as the report range and right before it. A schedule created before the comparison type was saved keeps the comparison dates it was created with; create it again for the comparison to follow each run. Each scheduled Cross Platform report includes the demographics pages the run's data has, plus the top-post and summary pages for the metrics you picked when you scheduled it. Top posts appear only if Published Posts was picked. Pages you left out are not added back.