Calpendo gives you the ability to run a predefined report on a schedule and send that report to one or more people by email.  This can be extremely useful for month-end usage reports, or for weekly schedules for resource managers.


Here we will describe how to set up a report to be sent every Friday afternoon detailing the bookings made on a resource for the coming week.


Create a new Report


Go to Admin --> Report Manager


Create a new report.


Give it a name.


Change 'Search For' to Booking










Set Your Conditions


We want to know about bookings on a specific resource (Main Equipment).
We are going to be running the report each Friday and want to know about the bookings for the Mon-Sun of the following week.  These conditions are relative to the current day so will bring back the correct set of bookings each week.


Select Your Columns


Determine what data you want to be provided with for each booking.  This is a simple report to let the resource manager know what is coming up, so doesn't need lots of fields.


Note that the dateRange has been put first - the order of fields determines how the data is sorted so this will ensure that it is presented in the order in which the bookings will take place.



Set up the Schedule


 

Check the 'Run report on a schedule' box.


Edit the Email subject


Select who the report should go to on the Recipients tab.  This could be any combination of individual users, user types or groups (if you have defined any) or user roles.


Then set up your schedule on the When tab.  This can be daily, weekly (on one or more days each week), monthly by date (eg the 1st of every month), monthly by day (eg the first monday of every month), or annually.  



















The Report Preamble tab allows you to add text which will go into the body of the email that is sent with the report attached. 

The Export Settings allow you to select a format for the attached report. 


Save your Report


Save the report.  You can run the report manually to check its contents (but be aware in this case the the bookings retrieved will depend on the day on which you're running it!