Schedule Reports: E-mail the PDF Report Automatically
Send your white-label AI visibility report by e-mail on a schedule you choose, to your team and to people without an Ayzeo login, with the period and the key numbers in the e-mail.
Key Takeaways
- A report schedule e-mails your project's PDF report automatically: weekly, every two weeks, monthly, quarterly or every few weeks, at the time you pick in your timezone.
- The attached PDF is the same report as Download report for the same dates, with your logo, colors, template and sections.
- Send it to your team and to people without an Ayzeo login, such as a client or a managing partner. Every recipient can stop it with one click.
- Scheduled reports are included in the Pro and Enterprise plans. Daily reports are part of Enterprise.
Set Up a Schedule
- Open your project and go to Settings, then Scheduled Reports.
- Click New schedule.
- Choose how often and on which day, the time and the timezone. The dialog shows the next three send dates and the period each report covers before you save.
- Choose the period the report covers and whether the numbers in the e-mail are compared with the period before.
- Pick the recipients: project members, and anyone else by e-mail address.
- Save, then use Send test to me to see exactly what your recipients will get.
Different people usually want different reports. Create one schedule per audience, for example a weekly report for your team on Monday and a monthly one for a client on the first business day of the month.
Which Period a Report Covers
A report always ends on the day before it is sent, so a report sent on Monday covers the week up to Sunday. With Match the frequency, the period follows the schedule:
- Weekly: the last 7 days. Every 2 weeks: the last 14 days.
- Monthly: the last full calendar month.
- Quarterly: the last full calendar quarter, sent on the first business day after the quarter ends.
- Daily (Enterprise): the day before.
You can also pick a fixed window instead, such as the last 30 or 90 days. A monthly e-mail with a 90-day window is a valid combination. The dates of the period are printed on the first page of the PDF and in the e-mail subject.
What the E-mail Contains
- The PDF report, attached. A very large report (above 10 MB) comes as a download link that works for 30 days instead.
- Three numbers: your primary ranking metric, your mention rate (your visibility score when mention rate already is your primary metric), and the brand in your ranking that moved most since the period before. With the comparison switched off, your rank takes the third place.
- For project members, an Open in Ayzeo button.
- For people without a login, a note that the report was sent on behalf of your organization. The sender name shows your report company name (Report Branding), for example "Acme Agency via Ayzeo", or your organization name when no company name is set, and replies go to the person who created the schedule.
Fresh Data Only
If your project is still collecting answers for the period when a report is due, the report waits for them, for up to six hours. If they are still not complete then, the report goes out anyway and the e-mail says which moment the data is from.
Pause, Edit and Stop
- Pause stops sending without deleting anything. Resume picks up from the next send date; reports missed while paused are not sent afterwards.
- Start and end dates limit a schedule to a campaign or a contract period.
- Every e-mail has a Stop these reports link. It stops every scheduled report of that project to that address, including schedules created later. The sender cannot add the address back; the recipient can turn the reports on again from the same link, confirmed by a link sent to their inbox. After a spam report, only Ayzeo support can turn them back on.
- If an address bounces or a recipient marks the report as spam, Ayzeo stops sending to that address and e-mails the project owner.
Who Receives What
Project members receive a scheduled report only while they are members of the project and have Analysis Reports e-mails turned on in their profile. Remove someone from the project and they stop receiving its reports.
Project owners and admins manage schedules. Pro projects can have up to 5 schedules with up to 10 recipients each, and send up to 5 scheduled reports a week; Enterprise has no fixed limit.
Frequently Asked Questions
Q: Is the scheduled PDF the same as Download report?
A: Yes. It is the same report for the same dates, with the branding, template and sections your project has at the time of sending. Change the branding and the next report shows the change.
Q: Can I send a report every day?
A: Daily reports and more than one send a week are part of the Enterprise plan. On Pro, a schedule sends at most once a week.
Q: What happens if a report cannot be sent?
A: Ayzeo tries again three times over six hours. If it still fails, the project owner gets an e-mail with the reason and a link to send it again.
Q: Can I limit the report to some prompts?
A: Yes, if your plan includes tags: choose tags in the schedule and the report covers only the prompts with those tags, exactly like a filtered Download report.
Q: Does a scheduled report run new AI queries?
A: No. It reports on the answers your project already collected. It does not use any of your daily limits.