Scheduled Reports & Email Delivery

Scheduled Reports & Email Delivery

Manually generating and exporting reports every week or month takes time and is easy to forget. KyberAccess lets you schedule reports to be automatically generated and delivered via email on a recurring basis — ensuring stakeholders always have the data they need without anyone lifting a finger.

This guide covers how to create, manage, and troubleshoot scheduled reports.

Accessing Scheduled Reports

1. Log in to your KyberAccess dashboard at app.kyberaccess.com.
2. Click Reports in the left sidebar.
3. Select the Scheduled tab at the top of the Reports page.
4. Here you'll see a list of all active and paused scheduled reports.

Creating a Scheduled Report

Step 1: Choose the Report Type

1. Click + New Scheduled Report.
2. Select the report type from the dropdown:
   • Visitor Log
   • Visitor Volume
   • Peak Hours Analysis
   • Compliance Report
   • Denied Visitors
   • Department Breakdown
   • Host Activity
   • Average Visit Duration
   • Returning Visitors
3. Click Next.

Step 2: Configure Report Filters

1. Location — Choose a specific location or All Locations.
2. Visitor Type — Filter by purpose of visit or leave as All Types.
3. Department — Filter by department or leave as All Departments.
4. Include Charts — Toggle on to include visual charts (bar graphs, pie charts) in the PDF report.
5. Columns — Select which data fields to include (same column picker as manual reports).

Step 3: Set the Schedule

1. Frequency — Choose how often the report should run:
   • Daily — Generated every day at your specified time
   • Weekly — Choose the day of the week (e.g., every Monday)
   • Bi-weekly — Every two weeks on a specified day
   • Monthly — Choose the day of the month (e.g., 1st of every month)
   • Quarterly — First day of each quarter
2. Time — Set the time the report should be generated (in your organization's time zone).
3. Date Range — The report automatically covers the appropriate period:
   • Daily reports cover the previous day
   • Weekly reports cover the previous 7 days
   • Monthly reports cover the previous calendar month
   • You can also set a custom rolling window (e.g., last 14 days)

Step 4: Configure Delivery

1. Format — Choose the file format:
   • PDF — Formatted with branding, charts, and summary statistics
   • CSV — Raw data for import into spreadsheets
   • Both — Attach both PDF and CSV to the email
2. Recipients — Add email addresses of people who should receive the report:
   • Click + Add Recipient and enter an email address
   • You can add both internal team members and external email addresses
   • Add up to 20 recipients per scheduled report
3. Email Subject — Customize the email subject line (default: "[KyberAccess] {Report Name} — {Date Range}")
4. Email Body — Optionally add a custom message to include in the email body.

Step 5: Save and Activate

1. Review your settings in the summary panel.
2. Click Save & Activate.
3. The scheduled report appears in your Scheduled tab with a green Active badge.

Tip: Click Send Test before activating to send a sample report to yourself and verify it looks correct.

Managing Scheduled Reports

Viewing All Schedules

The Scheduled tab shows all configured reports with:

• Report Name — The type of report
• Frequency — How often it runs
• Next Run — Date and time of the next scheduled generation
• Last Run — When it last ran and whether it succeeded
• Recipients — Number of email recipients
• Status — Active or Paused

Editing a Schedule

1. Click the pencil icon next to the scheduled report.
2. Modify any settings (filters, schedule, recipients, format).
3. Click Save Changes.

Pausing a Schedule

1. Click the toggle next to the scheduled report to switch it from Active to Paused.
2. A paused report retains its configuration but does not generate or send reports.
3. Toggle it back to Active to resume.

Deleting a Schedule

1. Click the trash icon next to the scheduled report.
2. Confirm the deletion.
3. Historical reports that were already generated and sent are not affected.

Viewing Report History

KyberAccess keeps a history of all generated scheduled reports:

1. Click on a scheduled report in the Scheduled tab.
2. Select the History tab.
3. Each entry shows:
   • Generated At — Date and time the report was created
   • Date Range Covered — The period the report covers
   • Status — Sent, Failed, or Pending
   • Recipients — Who received the email
   • Download — Click to download the report file
4. Reports are retained for 90 days.

Email Delivery Details

What Recipients Receive

Recipients receive an email from reports@kyberaccess.com with:

• Your organization's name in the sender field
• The configured subject line
• A brief summary of key metrics in the email body (visitor count, compliance rate, etc.)
• The report attached as PDF and/or CSV
• A link to view the full report in KyberAccess (requires login)

Email Delivery Limits

• Maximum attachment size: 25 MB
• If the report exceeds 25 MB, recipients receive a download link instead of an attachment
• Download links expire after 7 days

External Recipients

External recipients (people without KyberAccess accounts) receive the email attachment but cannot access the "View in KyberAccess" link. They only get the PDF/CSV files.

Multi-Location Scheduled Reports

For organizations with multiple locations, you can:

1. Create separate schedules per location — Each location manager gets only their data.
2. Create a combined report — Select All Locations to include data from every site in one report.
3. Use the Location Comparison option — Toggle Include Location Comparison to add a side-by-side comparison chart.

Tip: Create a monthly combined report for executive leadership and weekly per-location reports for individual site managers.

Integration with Slack

If you have the Slack integration enabled:

1. When configuring a scheduled report, scroll to Additional Delivery Options.
2. Toggle Post to Slack.
3. Select the Slack channel.
4. The report summary (key metrics) is posted to Slack, with the full report attached as a file.

Permissions

Troubleshooting

Best Practices

• Weekly summaries for management — Schedule a Monday morning report covering the previous week's visitor activity.
• Monthly compliance reports — Automate your compliance report on the 1st of each month for regulatory requirements.
• Limit recipients — Only include people who actually need the data. Avoid report fatigue.
• Use PDF for executives, CSV for analysts — Match the format to the audience.
• Review schedules quarterly — Remove schedules that are no longer needed to avoid cluttering inboxes.