Summary
Scheduled (Auto-Run) Reports let you have a report template generate and deliver itself automatically on a recurring schedule instead of running it by hand each time. You enable a report template for a group's Group manager settings and choose how often it runs, so the assigned manager receives up-to-date progress data without manual effort.
Introduction
Scheduled (Auto-Run) Reports connect a report template to a user group so that the report is generated automatically at a set frequency and emailed to the group's manager. This removes the need to open Reports and run the same report over and over, which is especially valuable for recurring compliance, progress, and overdue-tracking needs.
This feature is used by administrators and group managers who oversee training for a group of learners. It solves the problem of manual, repetitive reporting: rather than remembering to generate a weekly progress export, you configure the group once and the report is produced and delivered on schedule.
Key Concepts
- Group manager settings: The area within a user group's Settings tab where you assign a manager and turn on the automated reports that will be delivered to that manager. Automated reports cannot be delivered until a group manager is assigned.
- Report template: A predefined or custom report definition (created under
Reports) that determines which fields and layout the auto-run report uses. You select this template when enabling scheduled delivery so the system knows what to generate. - Send group progress report to manager: The toggle that turns on automatic generation and delivery of the group's progress report to the assigned manager on a recurring basis.
- Reporting frequency: How often the scheduled report runs, chosen from a frequency dropdown such as Daily, Weekly, or Monthly.
- Send overdue reports to group manager: A related toggle that automatically sends the manager a recurring report of learners who have missed their assignment due dates.
- Send copy to: A field where you enter additional recipient email addresses (separated by commas) so people beyond the group manager also receive each scheduled report.
Steps to Follow
Prepare a report template
Before scheduling, make sure the report you want to run automatically exists as a template. Predefined templates ship with your account, and you can build your own under Reports. Available templates for scheduled group reporting include options such as All Courses, Activity by Courses, Students Progress Info, and Course List Status Report. Choose or create the template that contains the fields you want delivered on schedule.
Open the group's Settings tab
Navigate to your user group and open its detail page. At the top of the page, click the Settings tab. This tab controls the administrative properties of the group, including who manages it and which automated reports it delivers.
Assign a group manager
In the Group manager settings, assign or confirm the primary manager responsible for this group. This step is required: without a group manager assigned, automated reports and alerts cannot be delivered, so the scheduled report will have no recipient.
Enable the scheduled progress report
Turn on the Send group progress report to manager toggle. When enabled, this activates the recurring delivery of the group's progress report to the assigned manager.
Choose the report template and frequency
With scheduled delivery enabled, select the Report template you want the system to run automatically. Then use the frequency dropdown to set how often it should run, choosing a value such as Daily, Weekly, or Monthly. The report will now generate and send on that cadence without any manual action.
Add extra recipients (optional)
If people other than the group manager should also receive the report, enter their email addresses in the Send copy to field, separating multiple addresses with commas. Each scheduled run will be delivered to these recipients in addition to the manager.
Optionally schedule overdue reports
To also track missed deadlines automatically, enable the Send overdue reports to group manager toggle. This sends the manager a recurring report listing users who missed their assignment due dates. You can add more recipients here using its own Send copy to field.
Save your changes
Confirm your selections in the Settings tab so the group retains its scheduling configuration. From this point on, the chosen report runs automatically at the frequency you set and is delivered to the manager and any copied recipients.
Conclusion
By enabling a report template in a group's Group manager settings and choosing a reporting frequency, you turn a one-off report into a hands-off, recurring deliverable. Once a group manager is assigned and the schedule is saved, KnowledgeCity generates and sends the report automatically, keeping managers informed of learner progress and overdue assignments without ongoing manual work.