# Email a report to yourself or your accountant on a schedule

> Save the report as a view, then click the clock icon beside it. AerScheduler emails that view as a CSV every day, week, or month, at an hour on your school's clock.

Source: https://www.aerscheduler.com/docs/reports/email-a-report-on-a-schedule
Section: Reports and analytics. For: Owners, Admins, Dispatchers, Technicians.

Save the report as a view, click "Saved views", then the clock icon beside the view. AerScheduler emails that view
as a CSV attachment every day, week or month, at an hour measured on your school's clock.

**Who can do this:** Owners, Admins, Dispatchers, Technicians

## Save a view first

A schedule always points at a saved view, never at a report on its own. If you have not saved one yet, shape the
report and click "Save as". See [Save a report as a view](https://www.aerscheduler.com/docs/reports/save-a-report-view).

## Open the schedule dialog

1. **Click Saved views in the report toolbar**

   The popover lists every view you can see on this report.

2. **Click the clock icon on the view's row**

   The "Schedule this report" dialog opens.

![Reports, Schedule this report dialog](https://www.aerscheduler.com/docs/report-schedule-dialog.png)

## Set how often and at what hour

Choose "How often": Every day, Every week or Every month. Then set "At", which is the hour it goes out.

- **Every week** also asks for the weekday.
- **Every month** also asks for the day of the month, from 1 to 28.

Click "Schedule it" to finish.

## What period each email covers

The cadence decides the window, and the saved view's own dates are ignored.

| How often   | What the email covers             |
| ----------- | --------------------------------- |
| Every day   | Yesterday                         |
| Every week  | The seven days ending yesterday   |
| Every month | The whole previous calendar month |

> **Careful:** This trips people up constantly. You save a view over 1 to 31 July and schedule it weekly, and the email covers
> last week, not July. It is deliberate: consecutive emails are meant to tile exactly, with no gaps and no
> double-counted days, so a recurring report reads as "here is last week". A grey box in the dialog states what the
> cadence you picked will cover.

The email's subject is the view's name followed by the period, and the body states the period and the row count
before you even open the attachment.

## Choose who it goes to

Tick the people at your school who should receive it, under "Send to". Everyone on the list must be a member of
this school, and a schedule needs at least one recipient.

> **Careful:** Recipients are re-checked on every send. Anyone whose roles change so they can no longer run the underlying report
> stops receiving it, silently. So does anyone who has turned off email from this school in their own notification
> preferences. The dialog and the Scheduled reports page both tell you when this has happened.

## Send it to an accountant outside the school

Owners and admins get an extra field: "Also send outside the school". Type email addresses there for people who are
not members, such as your accountant or a club treasurer.

> **Note:** An outside address keeps receiving the report only while the person who set the schedule up still has access to it
> themselves. If that person leaves or loses the role, the outside deliveries stop.

## Times are your school's, not yours

"7am" means 7am at the field, on your school's clock, no matter where the reader is or where you were sitting when
you set it up.

That clock comes from `Settings → Organization` (web console). A scheduled send has no browser attached,
so if no organization time zone is set it falls through to UTC. Set the zone once and this stops being a question.
See [Date ranges, date basis, and your school's time zone](https://www.aerscheduler.com/docs/reports/date-ranges-and-time-zones).

## Day of the month stops at 28

Monthly schedules only offer days 1 to 28, and the dialog says why: a schedule set to the 30th would skip February
every year. Picking 28 or lower means the report never misses a month.

## Pause, edit, or stop a schedule

Everything lives on `Reports → Scheduled reports` (web console).

| Control                | What it does                                                                            |
| ---------------------- | --------------------------------------------------------------------------------------- |
| The switch on the card | Pauses delivery without losing the setup. The card shows a "Paused" chip and greys out. |
| Edit                   | Reopens the dialog to change cadence, hour or recipients.                               |
| Send now               | Sends exactly what the next real delivery would contain, right now.                     |
| Stop sending           | Deletes the schedule.                                                                   |

> **Note:** "Send now" does not consume the next scheduled send. Pressing it at 06:55 does not cancel the 07:00 email. Use it
> freely to check what a schedule actually produces.

Only the person who created a schedule, or an admin, can edit, pause, test-send or delete it. On a schedule you can
see but not manage, the card says "Set up by" and the person's name, and notes that only they or an admin can
change it.

## See everything the school is emailing out

`Reports → Scheduled reports` (web console) lists one card per schedule: the saved view's name, a chip with
the report name, the cadence line ("Every Monday at 7am · covers the previous 7 days"), the recipients, and when it
last went.

![Reports, Scheduled reports](https://www.aerscheduler.com/docs/reports-schedules-page.png)

The list only shows schedules whose underlying report you can run. A dispatcher cannot see that a revenue report
goes out weekly, let alone read it.

If an email has stopped arriving, the card's last line usually says why. See
[A scheduled report did not arrive](https://www.aerscheduler.com/docs/reports/scheduled-report-not-arriving).