Scheduled Report Delivery

Scheduled Report Delivery lets a report run on its own and arrive by email as an Excel file, on a daily, weekly, or monthly rhythm. Set up the report once with the filter you want, choose who receives it and when, and BetterUnite builds and sends the file automatically. It is ideal for the reports your team reads on a regular cadence: a weekly transactions recap for the finance lead, a monthly membership renewal list, a past-due pledges summary every Monday morning.

Before you start

Scheduled Report Delivery is part of the CRM Premier plan. If your organization is not on CRM Premier, the option still appears in the report menu but opens an upgrade prompt instead of the scheduler.

Anyone can create their own schedules. Users with the Full Access role can also see and manage every schedule in the organization, while everyone else sees only the schedules they created.

Which reports can be scheduled

About a third of the reports in the platform can be scheduled, specifically the ones the automated export engine can build in the background. When a report supports it, the Schedule delivery option is available in that report's menu. If you do not see the option on a given report, that report cannot be scheduled.

Schedulable reports include, among others:

• Transactions: Paid Transactions (Itemized), All Recurring Payments, All Membership Payments, All Pledge Payments, All Grant Payments
• Contacts and donors: All Contacts, All Donors, New Donors, Retained Donors, LYBNT (Last Year But Not This), Non-Recurring Repeat Donors, All Recurring Donors, All Volunteers, Donors Year Over Year Giving, Unsubscribed Contacts
• Pledges: All Pledges, Active Pledges, Past Due Pledges, Open Pledge Milestones
• Membership: All Subscriptions, Past Due Subscriptions, Expiring Subscriptions, All Members, Active Members, All Subscription Payments, Future Subscription Payments, Failed Subscription Payments
• Grants: All Grants, Awarded Grants, All Grantors, All Grant Milestones, Expected Grant Payments

Set up a scheduled delivery

1. Open the report you want to schedule and apply the filter exactly as you want it to run.
2. Open the report's More menu and choose Schedule delivery.
3. In the panel that slides in, fill out the name, schedule, recipients, and email details described below.
4. Click Create schedule.

The schedule runs the filter exactly as you have it at the moment you save, dates included. It does not re-run against a moving date window. To change what a schedule covers, adjust the report and schedule it again.

To see the deliveries you have already set up, open Scheduled deliveries from the calendar icon in the Reports header. That icon appears once you have at least one schedule. The very first schedule always starts from a report's More menu.

Name

Give the schedule a short name (up to 100 characters). It appears in the email subject and on your list of scheduled deliveries, so name it for what it is: "Weekly paid transactions" or "Monthly past-due pledges."

Choose when it runs

Pick a Frequency, then the timing that goes with it:

The time of day is chosen on the hour, for example 7:00 AM. Monthly day options stop at 28, with a separate Last day of the month choice, so a schedule never skips a short month like February.

You also set:

• Starts: the first date the schedule is eligible to run.
• Ends (optional): leave blank to keep going indefinitely, or set a date to stop.

Schedules run in your organization's time zone, not the time zone of whoever created or last edited them. This keeps the send time stable no matter who touches the schedule.

Who receives it

Enter recipient email addresses in the Recipients box, separated by commas. Each person gets their own copy, and you can send to up to 10 addresses. You are added as a recipient automatically. To add coworkers quickly, expand Invite others in your organization and click a name to add their address.

If you include an address that is not one of your organization's users, BetterUnite flags it as external and asks you to confirm that those recipients are authorized to receive the donor data in the report. Schedules with an external recipient are marked Includes external on your list, so it is easy to spot who is sending data outside the team.

The email

• Subject: defaults to {ReportName} - {RunDate}. You can use the tokens {ReportName}, {OrgName}, and {RunDate}, and they are filled in each time the report runs.
• Message (optional): a short note (up to 500 characters) included in the body of the email.
• Do not send when there are no rows: turn this on to skip the send entirely when the report comes back empty, so nobody gets a blank file.
• Active: leave on to run on schedule, or turn off to save it as paused.

File delivery

Every scheduled report is delivered as an Excel (.xlsx) file. Under File delivery you choose how it reaches recipients:

• Attach the file, link if too large (the default): the file is attached to the email, unless it is over 8 MB, in which case a secure download link is sent instead.
• Always send a download link: the email always carries a link to download the file from your account, never an attachment.

Manage your scheduled deliveries

The Scheduled deliveries page lists your schedules with their cadence, recipients, next run, and last run. For each one you can:

• Edit the name, schedule, recipients, or email. Editing does not change the report's filter, that is fixed when the schedule is created.
• Pause or Resume a schedule without deleting it.
• Send now to run and deliver it immediately, outside the schedule.
• Delete it when you no longer need it.

Every delivery email also includes a Change or stop this delivery link that opens the schedule's settings directly, so recipients who manage it can adjust it without hunting for it.

Reading the last-run status

When a schedule pauses itself

A schedule can be paused automatically. When it is, the list shows a Paused badge and the reason. Common reasons:

• Repeated failures: after 3 failed runs in a row, the schedule pauses so it stops retrying a broken report. Fix the underlying issue, then resume it.
• End date reached: the schedule ran through the end date you set.
• License or permissions changed: if CRM Premier is removed, or the owner loses access to the report's data, the schedule pauses.

Limits to know

• 5 active schedules per person in an organization. Paused schedules do not count toward this.
• 25 active schedules per organization in total.
• 10 recipients per schedule.
• Nothing runs more than once a day. The shortest cadence is Daily.
• 250,000 rows per run. A run larger than this fails on purpose and asks you to narrow the report's filter, so it never sends an unwieldy file.

Tips

• Because the filter is frozen when you create the schedule, use relative date filters where the report offers them so the data stays current run after run.
• Turn on Do not send when there are no rows for exception reports like Past Due Pledges or Failed Subscription Payments, so recipients only hear from you when there is something to act on.
• Prefer Always send a download link for reports that regularly run large, and for recipients whose email filters strip attachments.
• Keep an eye on the Failed status. Three failures in a row will pause the schedule.