Scheduled and Emailed Reports
Email a report as a CSV every day, week or month to anyone who needs it, or send a timesheet once by hand. Agency console only.
Last checked against the product:
Overview
Reports that arrive on their own.
Before you start
- Agency console: Admin or super admin. The Coordinator and Payroll presets do not include these pages.
- Not in the client dashboard. A client manager who wants a regular report asks the agency to schedule it for them.
-
Email sending set up for your TempClock instance, and the daily scheduled job
cron/send_reports.phprunning on the server (your TempClock administrator sets this up).
A scheduled report is a CSV file attached to an email. You choose the report, the client and site, how often it goes, and who gets it. The server checks once a day and sends every report that is due.
Schedule a Report
One form.
Agency console: Reports > Scheduled reports.
Name it
Under Schedule a Report, type a Report Name, for example "Site A weekly timesheet". The name goes in the email subject.
Choose the report
Pick the Report Type: Timesheet summary, Payroll (paid hours and pay), Exceptions, Attendance and fulfilment, WTR compliance or Occupancy.
Choose how often
Pick the Frequency: Daily, Weekly (Monday) or Monthly (1st).
Add the recipients
Type one or more email addresses in Recipients, separated by commas, for example site.manager@example.test, payroll@example.test.
Limit it to a client or site (optional)
Pick a Client and, if you like, a Location. Leave both on All for every client. The filters apply to every report type.
Save it
Click Create Schedule. The message tells you the date of the first send, and the report appears under Active Schedules.
A payroll report includes pay. Send it only to people who are allowed to see pay, and use the client filter so one client never receives another client's figures.
What Each Report Covers
The last complete period before the send.
| Frequency | Sent | Covers |
|---|---|---|
| Daily | Every day | Yesterday. |
| Weekly (Monday) | Every Monday | The 7 days up to yesterday. A weekly Payroll report covers the last complete pay week instead, the same week as the payroll run and the Sage file. |
| Monthly (1st) | On the 1st | The whole previous calendar month. |
The payroll report uses the same approval rules and pricing as the payroll export: approved shifts only, nothing rejected or disputed, client sign-off where the client needs it, and frozen figures for locked weeks.
Preview, Send Now, Pause and Delete
The buttons on each row.
| Button | What it does |
|---|---|
| Preview CSV | Downloads the file the report would send, so you can check it. Nothing is emailed. |
| Send now | Emails the report straight away and moves Next Due on. |
| Pause / Resume | Stops and restarts the schedule. A paused report shows Paused. |
| Delete | Removes the schedule. Reports already sent are not affected. |
The box under the form shows when the scheduled job last ran ("Last cron run"). If it says "not recorded yet", reports are not being sent automatically.
Send a Timesheet Now
A one-off email.
Agency console: Reports > Email reports (the Send a timesheet now tab).
Fill in the email
Enter the Recipient Email, the Date From and Date To. Optionally pick a worker and a location, change the Email Subject and add a message.
Send it
Click Send Report. The timesheet CSV is attached. The email appears under Recent Emails Sent with who sent it.
Troubleshooting
When a report does not arrive.
| Problem | Why, and what to do |
|---|---|
| "Nothing to send" after Send now or Preview CSV | There is no data for that period and filter. Preview CSV changes nothing. Send now and the daily run skip the empty report and move Next Due on. |
| "Last cron run: not recorded yet" | The daily scheduled job is not running. Ask your TempClock administrator to set up cron/send_reports.php. |
| "Email could not be sent." | Email sending is not set up or is failing. Check with your TempClock administrator. |
| A weekly payroll preview shows different dates from the email | Preview CSV uses the last 7 days for every weekly report. The emailed weekly payroll report covers the last complete pay week. Use Send now to a test address to see the exact email. |
| A recipient is rejected | Each address must be a valid email. Separate them with commas. |
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