> ## Documentation Index
> Fetch the complete documentation index at: https://syteca.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Scheduled Reports

> Configure Syteca scheduled report rules to generate and email reports automatically — daily, weekly, or monthly — and run any rule manually at any time.

A **Scheduled Report rule** generates one or more reports automatically — daily, weekly, or monthly — and emails them to the addresses you specify. The same rule can also be run manually at any time, regardless of its enabled/disabled state. Use scheduled reports for the recurring deliverables every monitoring deployment ends up needing: weekly productivity summaries to managers, monthly compliance evidence to auditors, daily alert digests to the security team.

<Note>
  Creating, editing, deleting, or running scheduled report rules requires the [administrative Client Installation and Management permission](/docs/administration/users/administrative-permissions).
</Note>

<Note>
  Only the user who **added** a Scheduled Report rule, or the **admin** user, can edit or delete it. The **Edit Rule** icon doesn't appear on the **Scheduled Reports** tab for other users.
</Note>

## The Scheduled Reports tab

<Frame caption="The Scheduled Reports tab — every configured rule with frequency, recipients, and the Generate Report icon for manual runs.">
  <img src="https://mintcdn.com/syteca/ZVta4JfIcSnC47NX/images/session-monitoring/reports/scheduled-reports-tab.png?fit=max&auto=format&n=ZVta4JfIcSnC47NX&q=85&s=7516c26c9eb1e6811de24bc45019fee8" alt="Scheduled Reports tab grid showing rules with Name, Assigned To, Monitored Users, State, Frequency, Email Recipients, and per-row Generate Report and Edit Rule icons" width="1913" height="1065" data-path="images/session-monitoring/reports/scheduled-reports-tab.png" />
</Frame>

Open the Management Tool's **Reports** page, then select the **Scheduled Reports** tab. The grid shows every rule with these columns:

| Column                       | Shows                                                                                      |
| ---------------------------- | ------------------------------------------------------------------------------------------ |
| **Name**                     | Rule name.                                                                                 |
| **Description**              | Optional rule description.                                                                 |
| **Assigned To**              | Clients and Client groups the rule applies to.                                             |
| **Monitored Users**          | Users included in the reports.                                                             |
| **State**                    | Enabled or Disabled.                                                                       |
| **Frequency**                | Daily / Weekly / Monthly.                                                                  |
| **Email Recipients**         | Addresses the report is sent to.                                                           |
| **Generate Report** *(icon)* | Click to run the rule manually now.                                                        |
| **Edit Rule** *(icon)*       | Click to edit (or delete) the rule. Only shown to the rule's owner and the **admin** user. |

## Add a Scheduled Report rule

<Steps>
  <Step title="Open the tab">
    Click **Reports** in the left navigation, then select the **Scheduled Reports** tab. Click **Add** in the top right.
  </Step>

  <Step title="Set the rule properties">
    On the **Rule Properties** tab, enter a unique **Name**, an optional **Description**, and select **Enable scheduled report generation**. Click **Next**.
  </Step>

  <Step title="Choose report types and frequency">
    On the **Report Options** tab:

    * In the **Report Type** section, select at least one [report type](/docs/session-monitoring/reports/overview#report-types). Multiple types can be selected — each generates a separate report and a separate email.
    * In the **Report Parameters** section:
      * **Report format** — the file format (PDF, XLSX, CSV, etc.).
      * **Generate report** — frequency (**Daily**, **Weekly**, or **Monthly**).
      * **Start report generation at** — time of day to run the report.
      * **Day of Week** (only if **Weekly**) — which day to run on.
      * **Day of Month** (only if **Monthly**) — which day, or **Last day of the month**.

    <Note>
      Depending on Application Server load, report generation may start a few minutes after the scheduled time.
    </Note>
  </Step>

  <Step title="(Overtime / Outside Work Hours only) Set work hours">
    For the **Overtime Work Grid** and **Sessions Outside of Work Hours Grid** report types, a **Work Hours** section appears. In **Generate For**, pick the time window (**Full day**, **Work hours**, or **Outside of work hours**), then select which days of the week to include and set work hours per day.
  </Step>

  <Step title="Set the email recipients">
    In the **Send Report To** section, enter recipient email addresses in the **Emails** field, separated by semicolons.

    <Warning>
      Configure [Email Sending Settings](/docs/administration/configuration/email-sending-settings) on the Configuration page first — without those, scheduled reports cannot be delivered.
    </Warning>
  </Step>

  <Step title="Choose who can download">
    In the **Who Can Download** section:

    * Leave **Any** selected to allow all users to download the report, **or**
    * Move the toggle to the left, click **Add**, search for and select specific users, then click **Add**.

    Click **Next**.
  </Step>

  <Step title="Assign Clients">
    On the **Assigned Clients** tab, click **Add Clients** and **Add Client Groups** to pick the Clients and groups the rule applies to.

    <Note>
      Only Clients you have the [Viewing Monitoring Results permission](/docs/administration/users/client-permissions) for are listed.
    </Note>

    Click **Next**.
  </Step>

  <Step title="Select monitored users">
    On the **Monitored Users** tab:

    * Leave **Any user** selected to include all users' activity, **or**
    * Select **Selected users**, click **Add Users**, pick specific users, then click **Add**.

    <Note>
      Only users whose activities have already been monitored are listed.
    </Note>
  </Step>

  <Step title="Finish">
    Click **Finish** in the bottom right. The rule appears on the **Scheduled Reports** tab and runs automatically at the next scheduled time.
  </Step>
</Steps>

## Edit a Scheduled Report rule

<Steps>
  <Step title="Open the rule">
    On the **Scheduled Reports** tab, click the **Edit Rule** icon next to the rule.
  </Step>

  <Step title="Make your changes">
    Edit the rule on each tab the same way as when [adding a rule](#add-a-scheduled-report-rule).
  </Step>

  <Step title="Save">
    Click **Finish** to save all changes, or **Next** on each tab to save progressively.
  </Step>
</Steps>

## Delete a Scheduled Report rule

<Steps>
  <Step title="Open the rule">
    On the **Scheduled Reports** tab, click the **Edit Rule** icon next to the rule.
  </Step>

  <Step title="Delete">
    On the **Rule Properties** tab, click **Delete Rule** in the bottom left, then click **Delete** in the confirmation message.
  </Step>
</Steps>

## Run a rule manually

Any existing Scheduled Report rule can be triggered manually at any time, even if the rule itself is **disabled**. Useful for one-off "give me last quarter's report now" requests.

<Steps>
  <Step title="Click the Generate Report icon">
    On the **Scheduled Reports** tab, click the **Generate Report** icon next to the rule.
  </Step>

  <Step title="Watch the Generated Reports tab">
    The [Generated Reports tab](/docs/session-monitoring/reports/overview#the-generated-reports-tab) opens with the new report at the top of the grid. Press **F5** to refresh while it generates.
  </Step>

  <Step title="Download or wait for email">
    Once status is **Finished**, click the **Download** icon to save the file. If the rule has email recipients configured, they also receive the report by email.
  </Step>
</Steps>

## How time periods work

The time period of data included in a generated report depends on the rule's frequency and the moment generation happens — different for scheduled runs vs. manual runs of the same rule.

<Tabs>
  <Tab title="Daily">
    **Scheduled run:** the report covers the period from the specified time the previous day to the specified time today.

    *Example:* the **Daily** option is set with **Start report generation at 17:00**. The scheduled run on June 13 at 17:00 covers June 12 17:00 → June 13 17:00.

    **Manual run:** the report covers the same 24-hour window ending at the current time.

    *Example:* the rule is set to **Daily** at 15:00. You manually run it at 14:00. The report covers 14:00 yesterday → 14:00 today.
  </Tab>

  <Tab title="Weekly">
    **Scheduled run:** the report covers the period from the specified time and day of the previous week to the specified time and day of the current week.

    *Example:* the **Weekly** option is set with the run time **Monday at 18:00**. The scheduled run on Monday at 18:00 covers Monday last week 18:00 → Monday this week 18:00.

    **Manual run:** the report covers a 7-day window ending at the current time, on the same weekday as today.

    *Example:* the rule is set to **Weekly** on Wednesday. You manually run it on Friday at 12:00. The report covers Friday last week 12:00 → Friday today 12:00.
  </Tab>

  <Tab title="Monthly">
    **Scheduled run:** the report covers the period from the specified time and day of the previous month to the specified time and day of the current month.

    *Example:* the **Monthly** option is set with the run time **January 20 at 19:00**. The scheduled run covers December 20 19:00 → January 20 19:00.

    **Last day of the month:** if **Day of Month** is **Last day of the month**, the report covers the last day of the previous month to the last day of the current month, regardless of how many days are in each month.

    *Example:* generated on March 31, the report covers February 28 (or 29) → March 31.

    **Manual run:** the report covers a one-month window ending at the current time, anchored to today's date.

    *Example:* the rule is set to **Monthly** on the 15th. You manually run it on May 10 at 10:00. The report covers April 10 10:00 → May 10 10:00.
  </Tab>
</Tabs>

<Warning>
  If many activities fall within the time period, the report file may exceed your SMTP server's maximum attachment size and fail to send by email. The report still appears on the [Generated Reports tab](/docs/session-monitoring/reports/overview#the-generated-reports-tab) for direct download.
</Warning>

## Related

<CardGroup cols={2}>
  <Card title="Reports overview" icon="file-text" href="/docs/session-monitoring/reports/overview">
    All 28+ report types, export formats, and the Generated Reports tab.
  </Card>

  <Card title="Ad-hoc reports" icon="play" href="/docs/session-monitoring/reports/ad-hoc-reports">
    The Report Generator — one-time reports for any time period.
  </Card>

  <Card title="Audit log" icon="scroll-text" href="/docs/administration/audit-log">
    Scheduled Report rule changes are recorded in the Audit log.
  </Card>

  <Card title="User Activity Dashboards" icon="chart-pie" href="/docs/session-monitoring/dashboards/user-activity-dashboards">
    Live exploration of the same data scheduled reports surface.
  </Card>
</CardGroup>