> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/reports/scheduled-reports.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

A schedule emails a report's file to the people you choose, at a time you choose, without anyone
opening the report. A report has one schedule. Each run is recorded in the report's `Run log`.

## Before you start

You need `Can generate reports`. Without it, you don't see `Schedule`. To send a PDF you also need
`Can generate document reports`, and the report needs a document layout.

CSV and XLSX send one data table, so they are offered when the report holds one data table or
combined data source. With more than one, choose PDF or keep one.

## Schedule a report

1. Go to `Report > Data reports` and open the report.
2. Select `Schedule`.
3. Choose the `Frequency`: `Daily`, `Weekly`, `Monthly` or `Quarterly`.
   - `Weekly` asks for the `Day of the week`.
   - `Monthly` asks for the `Day of the month`. A month without that day sends on its last day.
   - `Quarterly` runs every three months from the `Start date`, and asks for the `Day of the month`
     the same way.
4. Choose the `Start date` and the `Time`. The time is in your organisation's time zone, on the
   quarter hour.
5. Choose the `Format`. `PDF` appears only when you can send one for this report, and the field says
   what's missing when you can't.
6. Tick the `Administrators` who should receive it. Add anyone else under `Other email addresses`,
   one per line, up to 20.
7. Change the `Subject` if you like, and add a `Message`. A blank subject reads
   `Scheduled report:` and the report's title.
8. Tick `Send only when the report has rows` if a run with no rows should send nothing.
9. Select `Save schedule`.

The chip beside `Schedule` then shows the schedule's status.

## Whose access a schedule runs under

A schedule runs under the access rules of the Administrator who last saved or resumed it, shown as
`Runs as`. Everyone it sends to receives the rows that Administrator can see, so choose recipients
with that in mind.

## Pause, resume or delete a schedule

Select `Schedule` on the report, then:

- `Pause` stops the runs until you select `Resume`.
- `Resume` starts it again from the next run after now, under your access.
- `Delete schedule` removes the schedule and its run log, and asks you to confirm first.

## What the status means

- `Active`: it runs at its next run time.
- `Paused`: someone paused it, and it won't run until it is resumed.
- `Stopped — owner lost access`: the Administrator it runs as can no longer generate this report, so
  it stopped rather than send under their access. Save or resume it to run it under your own access.

## Read the run log

Once a report has a schedule, it has a `Run log` tab beside its data tables. It lists the latest 50
runs, newest first, each with its start and finish in your organisation's time, the rows, the file
size, who it went to and how, and its outcome:

- `Sent`: the email went out.
- `Skipped — no rows`: the run had no rows and `Send only when the report has rows` was ticked.
- `Failed`: the run didn't finish. `Reason` says why, and the schedule moves on to its next run.
- `Stopped — owner lost access`: the run found the schedule's Administrator no longer had access.
- `Running`: the run is still going. Select `Refresh` to read the log again.

The `File` column has `Download` on a run whose file is yours: the file built for the
Administrator the schedule runs as, or your own copy of a file too large to email. A file is kept
for 24 hours from when the report ran, then it shows as `Expired`.

## Files over 10 MB

A file over 10 MB isn't attached. Administrators who can export the report get an email with a link
that opens its `Run log` tab, where `Download` on that run gets their own copy of the file. The file
is kept for 24 hours from when the report ran. Other addresses get a notice that the file was too
large to send. The run log shows this for each recipient as `Link to the file` or `Too-large notice`.
After 24 hours, open the report and use `Export`, or add filters so the file is smaller.

## Changing the time

Changing the time applies from the next run date. If today's run has already gone and you move the
time later today, it doesn't run again today.

## See also

- [Build a data table](building-a-data-table.md)
- [Frequently asked questions about reports and exports](faq-reports.md)