REPORTS: Report Subscriptions

Tiffany Winters

Modified on: Tue, Oct 10, 2023 at 11:45 AM

Table of Contents

Overview

Report Subscriptions allow admins to automatically send any report to any user on a given cadence. This can help admins distribute daily reports to facilities teams, share weekly updates with building owners, or distribute monthly space usage reports to their teams.

Access to Report Subscriptions is controlled by RBAC.

Creating a Subscription

Step 1: Navigate to Event Scheduling > Reports.

Step 2:

Click the “Subscriptions” button to open the Subscriptions menu for a given report.
You’ll see a “Subscriptions” button associated with each Saved View Report for your Saved Views, PDF Reports, and CSV Reports.

Step 3: To create a new Report Subscription, click “Add New Subscription.”

Step 4:

Configure all of the details of this individual subscription in the “Subscription Configuration” modal.
Any report can have multiple subscriptions. This modal customizes the settings for the individual subscription you’ve selected.
The modal includes:

Report Name

This field will be locked. It contains the Saved View Name or the name of the default PDF or CSV Report.

Report Description

Give this individual subscription a description that will appear in the Report Subscriptions modal to help you identify this subscription later.

Subscription Data Scope

This option determines how much future data you’d like to pull into the report.
You’ll be able to set a number of days, weeks, or months.
Examples:
- If you set the Subscription Data Scope to 7 Days and the report is sent on January 1, 2024, you will receive a report containing data from January 1, 2024 to January 7, 2024 (7 days of data).
- If you set the Subscription Data Scope to 2 Weeks and the report is sent on January 1, 2024, you will receive a report containing data from January 1, 2024 to January 14 (2 Weeks of data).
The first day of the data scope begins at 12:00 AM user’s time, and the last day of the data scope ends at 11:59 PM user’s time. The events included in the data scope are pulled from the full 24 hours of the first and last day. They are not connected to the send time indicated in the cadence. A daily subscription set to send at 9:00 AM each day does not mean the data scope begins at 9:00 AM that day. The report still pulls in data from 12:00 AM on that date.
Any event that begins between the beginning and end of the data scope will be included in the report. For example, an event that begins before midnight on the first day of the data scope but ends at 2:00 AM on that day will not be included, but an event that begins at 1:00 AM on the first day of the data scope will be included. Similarly, an event that ends after midnight of the last day of the data scope but that begins at 9:00 PM on the last day of the data scope will be included.

Cadence Setup: Send Report

This option determines how often the report will be sent (daily, weekly, or monthly.)

Cadence Setup: At

This option determines the time at which the report will be sent.

Roles and Users

These options determine the recipients of the report.
“Roles” allows the report creator to send a report subscription to all users who have the selected Role.
“Users” allows the report creator to send the report to individual users.
Some users may not have permission to subscribe other users to Report Subscriptions. In that case, a user will not see the “Role” option and will see their own name in the “User” section, with no option to edit that section.
For users who do have the ability to subscribe other users to Report Subscriptions, Roles and Users can be used within the same Subscription so that the Subscription creator can send a report to a Role(s) and to an individual User(s).
Roles and Users behave independently of one another, which means the following:
- A user may add one Role or multiple Roles to a Subscription without being required to add Users.
- A user may add one User or multiple Users to a Subscription without being required to add Roles.
- To select a User, it is not required to select the Role of that User (or any Role) first.
- A user may add both Roles and Users to a Subscription. This may include individual Users whose Roles are not selected.
- A Subscription creator may choose the Admin and Event Coordinator Roles, and then add Stacy Smith (User) whose role is Facilities Manager. All Admins, all Event Coordinators, and Stacy Smith will receive this Subscription.

Message

This part of the Subscription Configuration modal allows the report creator to select an email subject and body.
This subject and body should generally be used to explain the content and purpose of the email and report the recipient has received.

Step 5: Click “Save” to save the Report Subscription.

Viewing & Editing Subscriptions

You can open the Report Subscriptions modal – by clicking on “Subscriptions” next to any report – to create more subscriptions for an individual report and to view and edit existing subscriptions.
You might want to create multiple subscriptions for one report if one group of users needs that report on a more or less frequent cadence or with a wider or more narrow data scope than another group of users.

Private Events Details

The visibility of private event details in reports sent via report subscriptions is determined by the role-based access control (RBAC) permissions of the report creator.
Settings > Roles > (Select role) > Events > “View Private Event Details” is the permission that controls the visibility of private event details.
If the creator of the report subscription has “View Private Event Details” set to ALLOW, ALL recipients of the report subscription will be able to view private event details in the report they receive.
If the creator of the report subscription has “View Private Event Details” set to DENY, NO recipients of the report subscription will be able to view private event details in the report they receive.
- In CSV Reports, private events will be titled “Private Events” and will include very few details.
- In PDF reports, Private Events will not appear.

Time Zones

The cadence selected in the report subscription creation modal is based on the school’s time zone. This time zone can be set in Settings > Website > Time Zone.
Report subscription recipients receive reports based on the time zone selected in this setting. This means that if a report is set for 7:00 AM and the school’s time zone in Events > Settings > Website > Time Zone is PST, reports will send for all recipients of that subscription at 7:00 AM PST. Recipients in EST will receive the report at 10:00 AM EST.
All times (start and end times, setup and teardown times) associated with events are based on the time zone set in Events > Settings > Website > Time Zone. This means that if a school’s time zone is set to PST, a user in EST will see times in PDF and CSV reports that are based on PST, not EST.

Additional Note

Report Subscriptions are not currently school-wide. This means that Report Subscriptions created by one user are not visible to another user.
The suggested use of Report Subscriptions is for admin users to create Report Subscriptions for other users and to limit access to the feature for non-admin users. This limits confusion and prevents duplicate subscriptions from being created.
Report Subscriptions are sent at ten minute intervals. For example, a subscription set to send at 10:01 AM will arrive at 10:10 AM.