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Setting Up Automated Reports

Schedule regular reports to stay informed without manual effort

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated today

Setting Up Automated Reports

Automated reports deliver insights to your inbox regularly, so you stay informed without remembering to check. This guide helps you set up scheduled reports that work for your business.

Why automate your reports?

Automated reports help you:

  • Save time — no manual exporting or compiling

  • Stay consistent — regular rhythm of review

  • Never miss updates — reports come to you

  • Share easily — distribute to your team automatically

  • Track trends — consistent data for comparison

Types of automated reports

Performance summaries

Regular overviews of key metrics:
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  • Visitor numbers

  • Economic impact

  • Trend highlights

  • Comparison to previous period


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Booking alerts

Notifications when:
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  • Bookings exceed thresholds

  • Unusual activity detected

  • Targets achieved

  • Issues arise


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Scheduled exports

Regular data deliveries:
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  • Weekly data extracts

  • Monthly summaries

  • Quarterly reports

  • Annual reviews


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Creating a scheduled report

Step 1: Define what you need

Before setting up, decide:

Question

Your answer

What metrics matter most?

How often do you need updates?

Who needs to receive it?

What format works best?

Step 2: Set your filters

Choose the data scope:

  • Navigate to Insights Hub

  • Go to Visitor Analytics

  • Set your preferred filters:

- State/Territory - Sub-Region - Visitor type - Other relevant filters

  • Note your filter settings

Step 3: Choose your schedule

Common schedules:

Frequency

Best for

Daily

High-volume operations, urgent monitoring

Weekly

Regular business rhythm, team updates

Monthly

Management reporting, trend tracking

Quarterly

Strategic review, board reports

Step 4: Select recipients

Consider who needs the report:

  • Business owner — strategic overview

  • Operations manager — detailed metrics

  • Marketing team — visitor insights

  • Board members — executive summaries

Report scheduling options

Email reports

Receive reports directly in your inbox:

  • Set delivery time that works for you

  • Choose PDF or CSV attachment

  • Include summary in email body

  • Add multiple recipients

Dashboard notifications

Get notified within Launchpad:

  • See alerts when you log in

  • Click through to detailed data

  • Track notification history

  • Customise urgency levels

Configuring report content

Choosing metrics

Select what to include:

Category

Metrics

Volume

Trips, visitors, nights

Value

Spend, revenue, yield

Demographics

Age, gender, visitor type

Geography

Region, sub-region, origin

Comparison periods

Include comparisons with:

  • Previous period (week, month, quarter)

  • Same period last year

  • Budget or target figures

  • Regional benchmarks

Visual elements

Add clarity with:

  • Summary statistics

  • Trend indicators

  • Simple charts

  • Highlight callouts

Managing your scheduled reports

Viewing active schedules

To see your current automated reports:

  • Go to your account settings

  • Look for Scheduled Reports or Notifications

  • Review active schedules

  • Edit or disable as needed

Modifying schedules

To change an existing schedule:

  • Find the report in your list

  • Click Edit

  • Adjust settings as needed

  • Save changes

Pausing reports

If you need a temporary break:

  • Find the report

  • Toggle to Paused status

  • Resume when ready

Deleting schedules

To remove a scheduled report:

  • Find the report

  • Click Delete or Remove

  • Confirm the action

Best practices

Right frequency for the metric

Metric type

Recommended frequency

Operational data

Daily or weekly

Performance trends

Weekly or monthly

Strategic metrics

Monthly or quarterly

Annual comparisons

Quarterly or annually

Don't over-automate

More reports isn't always better:

  • Focus on actionable insights

  • Avoid report fatigue

  • Combine related metrics

  • Review what you actually read

Keep recipients relevant

Regularly review your distribution:

  • Are all recipients still appropriate?

  • Does everyone engage with the reports?

  • Could some be consolidated?

  • Are there new stakeholders to add?

Test before rolling out

Before committing to a schedule:

  • Run the report manually

  • Check the content is right

  • Verify it's useful

  • Then set up automation

Creating team report routines

Weekly team update

A Monday morning report covering:

  • Last week's performance

  • Comparison to previous week

  • Key highlights and issues

  • This week's focus areas

Monthly management report

End-of-month summary including:

  • Month's total metrics

  • Year-to-date progress

  • Comparison to targets

  • Trend analysis

Quarterly board report

Strategic overview featuring:

  • Quarter summary

  • Year-over-year comparison

  • Market insights

  • Forward outlook

Troubleshooting automated reports

Reports not arriving

Check:
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  • Email spam/junk folder

  • Correct email address configured

  • Report schedule is active

  • No delivery errors logged


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Wrong data in reports

Verify:
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  • Filter settings are correct

  • Date ranges are as expected

  • Data source is current

  • Report configuration is saved


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Too many reports

Consider:
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  • Reducing frequency

  • Consolidating reports

  • Unsubscribing from less useful ones

  • Setting up digests instead


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Tips for effective automation

  • Start simple — one or two reports first

  • Review regularly — are reports still useful?

  • Act on insights — reports only matter if you use them

  • Iterate — adjust content and frequency as needs change

  • Document — note what each report contains and why

Automated reports keep you informed so you can focus on running your business.

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