Choose the audience
Decide whether the email is for managers, task owners, evidence owners, system leads or agency portfolio users.
Scheduled reports guide
Send regular report updates without making people chase them.
Scheduled email reports help owners, managers, task owners and agency teams receive the right summary on a weekly or monthly rhythm.
Recommended flow
Pick the report type
Use the report type that matches the audience so recipients get the right level of detail.
Set the timing
Choose weekly, a monthly date or the last selected weekday, then confirm the send time and timezone.
Review the queue
Check the schedule list for next run, last run and delivery status, and pause or delete schedules that no longer help.
Choosing the right schedule
Good schedules reduce noise by matching the email to the job.
- Use My task update for people who need a personal weekly list of their own work.
- Use Task summary when managers need overdue, due-soon and high-risk calendar work.
- Use Evidence summary where expiry pressure, missing records or audit preparation matter most.
- Use Management-system summary for ISO, Cyber Essentials, document-control and linked action updates.
- Use Agency roll-up from agency workspaces when a portfolio-level client view is needed.
Recipients and external sharing
Treat scheduled emails as regular outbound reporting.
- Select workspace users when the update should stay inside the team.
- Add external recipients only when the report should be shared outside the workspace.
- Use clear schedule names so owners understand who the email is for.
- Pause a schedule when a review cycle ends instead of leaving unwanted emails active.
Useful rhythms
Start with a simple rhythm, then adjust after the first few deliveries.
- Weekly task-owner updates work well on Friday around midday.
- Management summaries are usually easier to read monthly, often on the last Friday.
- Agency roll-ups are most useful when sent on a monthly portfolio reporting cycle.
- Use timezone deliberately if external recipients work in a different region.
What to check after creating one
The queue is where owners and admins keep report automation tidy.
- Check the next run date after saving the schedule.
- Use the last run and delivery status to spot failed or paused reporting.
- Keep the current report downloadable for one-off sharing outside the schedule.
- Delete schedules that are no longer needed so old audiences do not keep receiving updates.
Related guides
Important boundary
Obligary supports organisation and evidence. It does not replace professional judgement.
Use Obligary to manage tasks, owners, reminders, documents, evidence and reports. Your organisation remains responsible for deciding what applies and taking legal, regulatory or certification advice where needed.