Managing Schedules
Scheduled deliveries: what each schedule card tells you, the delivery log, and how to send now, pause, resume or delete one.
Schedules on any report toolbar opens Scheduled deliveries — Reports this business emails on a schedule — with a count of schedules and how many are active. It is the whole business's list, reached from any report; a schedule is not hidden inside the report it belongs to.
Creating one is covered under Scheduling a delivery.
A Schedule Card
| Line | What it tells you |
|---|---|
| Title and badge | The report name, its path and the attachment format, with an Active or Paused badge. |
| Sends | The cadence in words, with the delivery hour — Every day at 7:00 AM · Every week on Monday at 7:00 AM · Every month on day 1 · Every month on the last day · Once, on 12 Sep 2026. |
| Each send covers | Yesterday · The last 7 full days · The previous calendar month · This month so far · The dates it was created with. An Auto coverage reads with "(matches the cadence)" so the two axes stay visibly distinct. |
| Next run | The next date — or Paused — no next run. |
| Last run | When it last fired, with Delivered or the failure status. An unfired schedule reads Never run. |
| Fired | How many times, and how many of those failed. |
| To · CC · BCC | The recipients. CC and BCC are only shown when they hold something. |
| Subject | The subject line as composed. |
| Created by | Who created it, when, and any end date. |
A card states the day a schedule will actually fire, taken from its own next run date rather than from a stored preference. A stated day that turns out not to be the day it fires is worse than no day at all.
Status
| Status | Meaning |
|---|---|
| Active | Picked up on the hourly tick, once its next run date has arrived and the delivery hour has been reached. |
| Paused | Not picked up. A Once schedule moves here after its single send. Resume returns it to Active. |
The Delivery Log
Delivery log expands a schedule's run history — each run a line of evidence rather than a status word:
| On each run | Shown |
|---|---|
| When it fired | Date and time. |
| Whether it worked | Delivered, or the failure status. |
| Who received it | The recipient count, and the addresses. |
| What it covered | The period that run reported on — so a coverage rule can be checked rather than trusted. |
| How big and how long | File size, the time taken to build the report, and the time taken to send it. |
| Why it failed | The error message, in full, when there is one. |
A schedule that has not yet fired reads No deliveries recorded yet — this schedule has not fired. A log that cannot be loaded says so — Could not load the delivery log — rather than showing an empty list, which would read as "nothing has ever happened".
Actions
| Action | Effect |
|---|---|
| Send now | Generates and emails the report immediately to the stored recipients. The next run date is unchanged, and the run joins the delivery log. Toast: Report sent. |
| Pause schedule | Stops it being picked up. Next run reads Paused — no next run. |
| Resume schedule | Returns it to Active, with the next run recalculated. |
| Delete schedule | Asks Delete this schedule?, naming the report and how many recipients will stop receiving it, and warning that its delivery history goes with it. |
A schedule cannot be changed after it is created. To move a recipient, change the cadence, alter the coverage or adjust a filter, delete it and create it again from the report — which also means the new schedule freezes the filters that are on screen at that moment.
Who Sees a Schedule, and Whose Permissions It Runs With
Schedules belong to the business. The sheet lists a schedule to its creator and to anyone else in the business who can open the underlying report. A Staff user sees none, because Staff reaches no report.
Every run executes with the creator's permissions as they stand at that moment. If the creator's access to that report has been removed — a feature revoked, a center allow-list narrowed, the account disabled — the run fails and is logged as failed with the reason. The schedule does not quietly widen to somebody else's access, and it does not quietly send data the creator may no longer see.
A schedule that has been failing looks identical to a healthy one at a glance — the difference is in Fired: 12 times · 3 failed and in the log. After anyone's access changes, it is worth opening the sheet.
When Nothing Is There
An empty sheet reads No scheduled deliveries — Open Email report on any report, choose Schedule, and it will appear here. A sheet that could not load says so and offers Try again; a failed load must never read as "you have no schedules".
Related
- Creating one, and the cadence-versus-coverage idea: Scheduling a delivery.
- Sending once: Emailing a report.
- What a schedule freezes: Filtering a report.