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Scheduled Reports

Automate report generation and email delivery with scheduled reports.

Overview​

Scheduled Reports allow you to automatically generate and email analytics reports on a recurring schedule. Choose from pre-built templates or create custom reports tailored to your needs.

Accessing Scheduled Reports​

Navigate to Settings → Reports to view and manage your scheduled reports.

Creating a Scheduled Report​

Step 1: Basic Information​

  1. Click "New Report" button
  2. Enter a descriptive name (e.g., "Weekly Executive Summary")
  3. Optionally add a description

Step 2: Report Configuration​

Template Type

  • Executive Summary: High-level overview with key metrics and recommendations
  • Detailed Analytics: Comprehensive analytics with all metrics and breakdowns
  • Competitive Intelligence: Focus on competitive positioning and market share
  • Content Performance: Track content effectiveness and ROI
  • Cost Analysis: Detailed cost tracking and optimization recommendations

Date Range

  • Last 7 Days
  • Last 30 Days
  • Last Week (Monday-Sunday)
  • Last Month
  • Month to Date
  • Quarter to Date
  • Year to Date

Format

  • HTML (Email) - Report content in email body
  • PDF Attachment - Downloadable PDF file
  • Both - HTML email with PDF attachment

Step 3: Schedule Configuration​

Frequency

  • Daily: Runs every day at specified time
  • Weekly: Runs on specific day of week
  • Monthly: Runs on specific day of month

Time Settings

  • Select time of day (24-hour format)
  • Choose timezone for scheduling

Weekly Options

  • Select day of week (Sunday-Saturday)

Monthly Options

  • Select day of month (1-31)

Step 4: Recipients​

To Recipients (Required)

  • Enter email addresses separated by commas or newlines
  • Example: john@example.com, jane@example.com

CC Recipients (Optional)

  • Additional recipients who receive a copy
  • Same format as To recipients

Step 5: Create​

Click "Create Report" to save and activate the scheduled report.

Managing Reports​

Viewing Reports​

The reports list shows:

  • Report name and status (Active/Paused)
  • Schedule frequency (e.g., "Weekly on Monday at 09:00")
  • Next scheduled run time
  • Number of recipients
  • Last sent timestamp

Running Reports Manually​

Click the ⋮ menu → Run Now to execute a report immediately without waiting for the schedule.

Pausing/Resuming​

  • Pause: Temporarily stop automatic execution
  • Resume: Re-enable automatic execution

The schedule is preserved when paused.

Deleting Reports​

Click ⋮ → Delete to permanently remove a scheduled report. This action cannot be undone.

Report Templates​

Executive Summary​

Ideal for: C-suite executives, stakeholders Frequency: Weekly or monthly

Includes:

  • Key performance metrics
  • Citation trends over time
  • Top performing queries
  • Competitive positioning
  • AI-generated recommendations

Detailed Analytics​

Ideal for: Marketing teams, analysts Frequency: Weekly

Includes:

  • Comprehensive metric overview
  • Provider performance comparison
  • Detailed citation analysis
  • Query performance breakdown
  • Domain rankings
  • Trend analysis

Competitive Intelligence​

Ideal for: Strategy teams, competitive analysts Frequency: Monthly

Includes:

  • Market share analysis
  • Competitor comparison
  • Citation gap opportunities
  • Competitive trend tracking
  • Win/loss analysis

Content Performance​

Ideal for: Content teams, SEO specialists Frequency: Weekly or monthly

Includes:

  • Content performance summary
  • Best performing content pieces
  • Content gap analysis
  • Topic performance breakdown
  • Content recommendations

Cost Analysis​

Ideal for: Finance teams, budget managers Frequency: Monthly

Includes:

  • Cost overview and trends
  • Cost breakdown by provider
  • Cost efficiency metrics
  • Cost forecasting
  • Optimization recommendations

Understanding Report Data​

Key Metrics​

Total Queries: Number of queries executed in the period Total Citations: Number of times you were cited Citation Rate: Percentage of queries that resulted in citations Cost per Citation: Average cost to achieve one citation

Line charts show how metrics change over time, helping identify:

  • Growth patterns
  • Seasonal variations
  • Impact of optimizations

Competitive Position​

Market Share: Your share of total citations vs competitors Top Competitors: Companies most frequently cited alongside you Citation Opportunities: Queries where competitors appear but you don't

Recommendations​

AI-generated suggestions based on:

  • Performance trends
  • Competitor activity
  • Content gaps
  • Query patterns

Best Practices​

Frequency Selection​

Daily Reports

  • Use for time-sensitive campaigns
  • Monitor real-time performance
  • Track rapid changes

Weekly Reports

  • Standard for most teams
  • Good balance of insight and overhead
  • Allows time for action between reports

Monthly Reports

  • Strategic overview
  • Executive summaries
  • Long-term trend analysis

Recipient Management​

Best Practices:

  • Keep recipient lists focused
  • Use CC sparingly
  • Separate reports for different audiences
  • Review and update recipients quarterly

Naming Conventions​

Use descriptive names that include:

  • Audience (Executive, Marketing, Content)
  • Frequency (Weekly, Monthly)
  • Focus (Summary, Analytics, Competitive)

Examples:

  • "Executive Weekly Summary"
  • "Marketing Monthly Analytics"
  • "Content Team Performance Report"

Troubleshooting​

Report Not Received​

Check:

  1. Report status is "Active" (not paused)
  2. Email addresses are correct
  3. Check spam/junk folders
  4. Verify next scheduled time is correct
  5. Check timezone settings

Wrong Schedule Time​

Reports use the timezone specified in settings. If reports arrive at unexpected times:

  1. Review timezone setting
  2. Remember daylight saving time changes
  3. Check "Next Run" time in report list

Missing Data​

If report shows no data:

  • Verify date range includes query executions
  • Check organization has analytics data
  • Ensure template type matches your use case

Email Format​

Reports are sent as professional HTML emails featuring:

  • Organization branding
  • Responsive design (mobile-friendly)
  • Interactive metric cards
  • Data tables with formatting
  • Clear section organization
  • Footer with generation timestamp

Performance​

Reports are optimized for quick generation:

  • Generation Time: Typically 2-5 seconds
  • Delivery Time: 1-3 seconds per recipient
  • Total Time: Usually under 10 seconds

Large reports (>100 queries, >50 citations) may take longer.

Limitations​

  • Maximum 50 recipients per report
  • Reports run on the hour (e.g., 9:00, not 9:15)
  • Hourly cron check (reports execute within 1 hour of scheduled time)
  • Historical data limited to 365 days

Security & Privacy​

  • Reports only include data from your organization
  • Row-level security enforced
  • Email delivery encrypted (TLS)
  • Recipients must have valid email addresses
  • No data shared between organizations

API Access​

For programmatic access, use the server actions:

  • createScheduledReport()
  • executeReportNow()
  • getScheduledReports()

See developer documentation for details.

Support​

For issues with scheduled reports:

  1. Check execution history in database
  2. Review Vercel function logs (admins)
  3. Contact support with report ID