The manual process of creating and sharing reports can be time‑consuming and prone to errors. To simplify this, GuardsPro offers Auto Email Reports, a user‑friendly solution that automatically sends detailed reports to the right recipients at scheduled times.
This feature ensures accuracy, saves time, and allows multiple post sites to be managed simultaneously with automated reporting. By setting up auto email reports, admins can improve efficiency and maintain seamless communication with clients.
✅ This guide will walk you through the steps to turn on auto email reports for a client on the Back Office Dashboard:
🧭 Step 1: Navigate to Clients
Click on the Clients tab from the main menu.
Select Clients from the dropdown.
From the list of clients, click on the entry you want to automate email reports for.
📂 Step 2: Open Email Reports
Click on the Email Reports tab.
Once an email report is set up, it will be visible here.
To add a new recipient, click on Add New Email.
✏️ Step 3: Configure Email Report Settings
Select the post sites for which you want to send reports.
⚠️Note: When multiple post sites are selected, reports are sent individually per post site, not combined.
Add the email recipients.
Set the frequency to: Immediately, Once a Day, or Weekly.
Choose the specific reports you want to send.
Click Save Setting to confirm.
💡 Tip: Setting this up for the first time? Add your own email address to test how the feature works. Once you’re satisfied with the results, follow the same steps to add your client’s email address.
📅 Step 4: Set Report Frequency
Immediately: Reports are emailed as soon as guards submit them via the mobile app.
Please note: Some reports might not be downloadable.
Once a Day: When selecting this option, you can choose a specific delivery time.
Please note: Only approved reports will be sent to recipients. Reports must be approved before they are sent at the scheduled time.
While configuring for a 24‑hour DAR period (e.g., 7:00 AM to 7:00 AM), ensure the “Send Report At” time does not overlap with the DAR period.
To receive a complete 24-hour report, configure the schedule as follows. This ensures the report captures the complete intended reporting period.
Send Report At: Sep 24, 2024, 07:00 AM
DAR From: Sep 23, 2024, 07:01 AM
DAR To: Sep 24, 2024, 06:59 AM
For any other schedule, ensure that the Send Report At time falls outside the selected DAR period.
You can also adjust the report frequency and reporting period according to the post site’s schedule.
Weekly: Reports are compiled and sent once a week based on your selected schedule. Only approved reports will be sent.
🛠 Step 5: Edit, Delete, or Deactivate Reports
To manage existing auto email settings, go back to the Email Reports screen.
Click on the three‑dot menu next to the recipient.
Select Edit to update, Delete to remove, or Deactivate to stop sending the reports automatically.
🎯 That’s it! Setting up auto email reports in GuardsPro ensures timely, accurate, and automated delivery of client reports. With options to customize frequency, select post sites, and manage recipients, admins can streamline reporting and reduce manual effort.
For any further questions, please feel free to contact our support team anytime.
Please feel free to watch our informative tutorial video on YouTube :
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