Save and Schedule a Report

The Schedule a Report feature lets users send a saved report to selected recipients on a chosen date.

Use this guide to create a one-time scheduled report in Oolio One Insights.

Before you start, you will need:

• A saved report
• Access to Scheduled Reports
• At least 1 valid recipient with a name and email address

Key Terms

Save a Report

Step 1 — Open Insights

Navigate to Back of House > Insights.

Step 2 — Select an Insights Submenu

Choose the Insights view that best suits the reporting need.

Step 3 — Set the Filters

Available filters vary by report type and may include:

• Date — a single date or date range, for example Last Week
• Period — a shift selection set in Settings
• Locations — one or more locations
• Group By — a layout that sections the data clearly

Step 4 — Save the Report

Select the Disk icon in the top right.

Complete these fields:

• Name — a clear report name, for example ABC Sales Summary Last Week
• Description (optional) — a short summary, for example Sales Summary grouped by Sales Channel
• Add users — search for and select 1 or more recipients
• Save and Share — saves the report with the selected filters and recipients

Saved reports are listed under:
Insights > Admin > Saved Reports

If a report is no longer required, it can be deleted from the Saved Reports list.

Schedule a Report

Step 1 — Open Scheduled Reports

Navigate to Back of House > Insights > Scheduled Reports.

From the Scheduled Reports list, select Create to open the window.

Step 2 — Select Frequency and Date

A window opens with On Date pre-selected.

Scheduling options include:

• On Date — sends once on the selected date
• Daily — sends every day at the selected time until disabled
• Weekly — sends every week on the selected day and time until disabled
• Monthly — On Date — sends on the same date each month until disabled
• Monthly — On Day — sends on the first or last day of the month at the selected time until disabled

Step 3 — Enter Report Name / Subject

In the pop up, enter:

• Name — an internal label for the scheduled report

Step 4 — Select a Saved Report

Use the Report dropdown to select a saved report.

Only previously saved reports appear in this list.

Note: Selecting a report does not change it. The scheduled report uses the saved report settings at the time it is sent.

Example: If the report is saved as Sales Summary for Last Week and scheduled for every Monday, it will generate the previous week’s data each Monday.

Step 5 — Select a Date

Use the date picker to choose the send date.

• Historical dates cannot be selected
• Only current or future dates are available

Tip: Confirm the date before saving. Once sent, the report cannot be recalled.

Step 6 — Add Recipients

Use the recipient search field to add recipients:

• Search by name or email
• Select using the checkbox
• At least 1 recipient is required

To remove a recipient, untick their checkbox in the Recipients field.

Step 7 — Save or Dismiss

• Save & Schedule — validates required fields and saves the schedule
• Save Changes — updates an existing schedule
• Dismiss — closes the window without saving

Warning: If editing an existing schedule and Save & Schedule is selected, a new schedule is created.

A schedule cannot be deleted, but it can be made inactive in the Scheduled Reports menu.

Common Mistakes and Fixes

Verification Checklist

Confirm that:

• A saved report exists
• Name and Subject are completed
• On Date is selected
• A valid future date is selected
• At least 1 recipient is added
• The window closes without error after saving
• The location receives the expected report

What’s Next

• If recurring sends are needed, use the recurring schedule options
• If recipients did not receive the report, check email addresses and spam folders
• For report content issues, review the saved report configuration