Scheduled email reports

A scheduled report is an email summary of calls, conversions and revenue for one website, sent daily, weekly or monthly. Its job is to keep the work visible: an agency's client who gets a Monday summary knows what the phone did last week without logging in to find out.

Set one up on the Scheduled reports page. Pick a cadence, a time, and the addresses it goes to.

What is in it

Six figures, each compared against the period before it:

• Calls — every tracked call that started in the period.
• Answered — how many were picked up.
• New callers — people who had not called before.
• Time on the phone — total talk time.
• Conversions — including revenue imported from your CRM.
• Revenue — the value attached to those conversions.

Then a breakdown of the top six channels the calls came from. The comparison is the point: "31 calls" is a number and "31 calls, up 29% from 24" is something to act on.

What is deliberately not in it

No call recordings, no transcripts, and no callers' phone numbers. Not as text and not as a link. A report is an email to a list of addresses, and once it is sent we cannot control where it is forwarded — so it carries totals only.

Recordings and transcripts are available to someone signed in who has permission to hear them, and every access is recorded against a named person. That is not an inconvenience we could remove: it is the difference between a recording that can be accounted for and one that cannot.

If you need the calls themselves, the email links to your dashboard. The link needs a login — it is not a shortcut around the permission.

When it arrives

At the hour you choose, in UK time, adjusted for the clocks changing — an 8am report is 8am in July and 8am in January. A weekly report covers the seven days ending at the send, so re-reading Monday's email on Wednesday shows the same figures it showed on Monday. A monthly report is sent on the 1st and covers the calendar month that just ended.

The page shows the exact date and time of the next one. Worth a glance after you create it: a weekly report set up on a Monday afternoon arrives the following Monday, not the next day.

A period with no calls is not sent

If nothing happened, nothing arrives. An empty summary every week teaches its recipient to delete the email unread, and then the week that mattered gets deleted too. The schedule's own row records that it was skipped and why, so a missing report always has an explanation.

Checking what it looks like

Send me one now emails a report to you — the address you are signed in with — and to nobody else on the list. It is rendered by exactly the same code as the real thing, so what you receive is what they receive. Use it before adding a client.

Who receives it

Up to twenty addresses. Each person gets their own copy, so nobody sees who else is on the list — which matters when the list mixes your own staff with a client's.

A malformed address is refused when you save, not silently at send time. Editing the recipient list does not move the next send; changing the cadence, day or hour does.

If one fails

Each attempt is recorded against the schedule with its outcome, and the last one is shown on the page. A failed report is not retried — the next scheduled one is the retry. Sending last Monday's figures on Wednesday under this Monday's subject line would produce an email nobody can explain to a client.

Limits

• No branding yet. Reports go out as Proofbell. White-label branding on a report is a separate piece of work, and an unbranded summary was worth having first.
• No PDF attachment. The figures are in the body of the email, which is what gets read on a phone. A PDF is a file to open.
• One website per report. A client with four websites needs four schedules, because combining them into one figure hides which site is working.
• Times are to the hour. You cannot ask for 08:30.