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Agency Reporting

Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler

Learn how to set up automated email reports for sub-accounts using GHL Customer Care’s Report Scheduler, including scheduling options, delivery timing, and report management.

6 min read1,238 words13 explained imagesUpdated Thu, 29 Jan at 2:21 AM
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On this page
  1. Key Benefits of the Report Scheduler
  2. How to Schedule Reports
  3. Switch to Agency View
  4. Open Sub-Accounts
  5. Edit Existing Schedule
  6. Select Report Dashboards
  7. Proceed to Next Step
  8. Enter Email Subject
  9. When Reports Are Delivered
  10. Frequency Logic:
  11. Choose Report Frequency
  12. Set Next Schedule Date
  13. Select Delivery Time
  14. Add Report Recipients
  15. Send Test Email
  16. Pause or Resume Schedule

Report Scheduler allows Agency users to automatically send performance reports to sub-account admins and users on a daily, weekly, or monthly basis. This feature helps teams stay informed, aligned, and proactive by delivering essential account metrics directly to email inboxes. This article will walk you through what the Report Scheduler is, which reports it sends, and how to schedule and manage automated reporting.

Agency View scheduling controls are available on $497/month and above plans.

Sub-account users without Agency View can still manage their local schedules within the sub-account.

TABLE OF CONTENTS

What Is the Report Scheduler?

The Report Scheduler is a GHL Customer Care feature that automates the delivery of performance reports to sub-accounts. It consolidates key dashboard metrics into a single email and sends them at the frequency and time configured by the Agency. This allows users to monitor account health consistently without manually logging into multiple dashboards.

Understanding the Report Scheduler helps agencies streamline communication with sub-account admins and users. Instead of manually exporting or checking dashboards, automated reports provide timely insights, encourage informed decision-making, and ensure that recipients stay connected to their account performance.

Reports include data from the following dashboards:

  • Users

  • Contacts

  • Outreach

  • Submissions

  • SMS

  • Appointments

  • Deal Overview

  • Email

  • Tasks Overdue

  • Conversations (Unread + Missed)

Key Benefits of the Report Scheduler

Recognizing the advantages of automated reporting helps agencies and sub-account teams understand the value of enabling scheduled reports. These benefits highlight how the feature strengthens accountability, improves visibility, and enhances overall operational efficiency.

  • Automation (bold): eliminates manual reporting and saves time for agencies and clients
  • Customization: allows users to choose frequency, start date, time, and recipients
  • Consistent updates: ensures stakeholders receive regular performance insights
  • Centralized information: combines multiple dashboards into a single digestible report
  • Improved communication: keeps admins informed and aligned with account activity

How to Schedule Reports

Correct setup ensures reports reach the intended recipients at the right time, helping teams stay informed without unnecessary delays or configuration errors.

Switch to Agency View

This step shows the user how to return to the Agency-level dashboard by selecting Switch to Agency View from the account switcher. Clicking this option takes the user out of an individual sub-account and back into the main Agency interface, where report scheduling features are managed.

Switch to Agency View (image 1 of 13) What this shows This step shows the user how to return to the Agency-level dashboard by selecting Switch to Agency View from the account switcher. What this shows Illustrates the "Switch to Agency View" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Switch to Agency View" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: This step shows the user how to return to the Agency-level dashboard by selecting Switch to Agency View from the account switcher. Clicking this option takes the user out of an individual sub-account and back into the main Agency interface, where report scheduling features are managed. Immediately after, the guide continues: From the Agency view, navigate to Sub-Accounts in the left sidebar to access all client locations managed under your agency. Once the sub-account list appears, click the Reports button for the specific location where you want to create or…. Image 1 of 13 What this coversThis step shows the user how to return to the Agency-level dashboard by selecting Switch to Agency View from the account switcher. Clicking this option takes the user out of an individual sub-account and back into the main Agency interface, where report scheduling features are managed.
Buttons and menus referenced Switch to Agency View
Next stepFrom the Agency view, navigate to Sub-Accounts in the left sidebar to access all client locations managed under your agency. Once the sub-account list appears, click the Reports button for the specific location where you want to create or manage scheduled reports.

Open Sub-Accounts

From the Agency view, navigate to Sub-Accounts in the left sidebar to access all client locations managed under your agency. Once the sub-account list appears, click the Reports button for the specific location where you want to create or manage scheduled reports.

Open Sub-Accounts (image 2 of 13) What this shows From the Agency view, navigate to Sub-Accounts in the left sidebar to access all client locations managed under your agency. What this shows Illustrates the "Open Sub-Accounts" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Open Sub-Accounts" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: From the Agency view, navigate to Sub-Accounts in the left sidebar to access all client locations managed under your agency. Once the sub-account list appears, click the Reports button for the specific location where you want to create or manage scheduled reports. Immediately after, the guide continues: Click Edit Schedule to review or update the current automated report settings for the selected sub-account. This button allows you to adjust the report frequency, timing, recipients, and included dashboards without recreating the schedule…. Image 2 of 13 Where to goFrom the Agency view, navigate to Sub-Accounts in the left sidebar to access all client locations managed under your agency. Once the sub-account list appears, click the Reports button for the specific location where you want to create or manage scheduled reports.
Buttons and menus referenced Sub-AccountsReports
Next stepClick Edit Schedule to review or update the current automated report settings for the selected sub-account. This button allows you to adjust the report frequency, timing, recipients, and included dashboards without recreating the schedule from scratch.

Edit Existing Schedule

Click Edit Schedule to review or update the current automated report settings for the selected sub-account. This button allows you to adjust the report frequency, timing, recipients, and included dashboards without recreating the schedule from scratch.

Edit Existing Schedule (image 3 of 13) What this shows Click Edit Schedule to review or update the current automated report settings for the selected sub-account. What this shows Illustrates the "Edit Existing Schedule" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Edit Existing Schedule" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: Click Edit Schedule to review or update the current automated report settings for the selected sub-account. This button allows you to adjust the report frequency, timing, recipients, and included dashboards without recreating the schedule from scratch. Immediately after, the guide continues: On this screen, choose the specific dashboards you want to include in the automated email report by checking the boxes on each card. You can enable individual metrics—such as Conversations or Contacts—or use the Select all option to send…. Image 3 of 13 What to clickClick Edit Schedule to review or update the current automated report settings for the selected sub-account. This button allows you to adjust the report frequency, timing, recipients, and included dashboards without recreating the schedule from scratch.
Buttons and menus referenced Edit Schedule
Next stepOn this screen, choose the specific dashboards you want to include in the automated email report by checking the boxes on each card. You can enable individual metrics—such as Conversations or Contacts—or use the Select all option to send a full performance summary to the sub-account.

Select Report Dashboards

On this screen, choose the specific dashboards you want to include in the automated email report by checking the boxes on each card. You can enable individual metrics—such as Conversations or Contacts—or use the Select all option to send a full performance summary to the sub-account.

Select Report Dashboards (image 4 of 13) What this shows On this screen, choose the specific dashboards you want to include in the automated email report by checking the boxes on each card. What this shows Illustrates the "Select Report Dashboards" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Select Report Dashboards" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: On this screen, choose the specific dashboards you want to include in the automated email report by checking the boxes on each card. You can enable individual metrics—such as Conversations or Contacts—or use the Select all option to send a full performance summary to the sub-account. Immediately after, the guide continues: After selecting the dashboards you want included in the report, click the Next button in the upper-right corner to move forward in the scheduling process. This advances you to the configuration screen where you will set the email subject…. Image 4 of 13 What to chooseOn this screen, choose the specific dashboards you want to include in the automated email report by checking the boxes on each card. You can enable individual metrics—such as Conversations or Contacts—or use the Select all option to send a full performance summary to the sub-account.
Buttons and menus referenced Select all
Next stepAfter selecting the dashboards you want included in the report, click the Next button in the upper-right corner to move forward in the scheduling process. This advances you to the configuration screen where you will set the email subject, frequency, timing, and recipients for the automated report.

Proceed to Next Step

After selecting the dashboards you want included in the report, click the Next button in the upper-right corner to move forward in the scheduling process. This advances you to the configuration screen where you will set the email subject, frequency, timing, and recipients for the automated report.

Proceed to Next Step (image 5 of 13) What this shows After selecting the dashboards you want included in the report, click the Next button in the upper-right corner to move forward in the… What this shows Illustrates the "Proceed to Next Step" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Proceed to Next Step" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: After selecting the dashboards you want included in the report, click the Next button in the upper-right corner to move forward in the scheduling process. This advances you to the configuration screen where you will set the email subject, frequency, timing, and recipients for the automated report. Immediately after, the guide continues: In this step, enter the subject line that will appear on the automated report email sent to the sub-account. A clear subject helps recipients quickly identify and understand the purpose of the report when it arrives in their inbox. Image 5 of 13 What to clickAfter selecting the dashboards you want included in the report, click the Next button in the upper-right corner to move forward in the scheduling process. This advances you to the configuration screen where you will set the email subject, frequency, timing, and recipients for the automated report.
Buttons and menus referenced Next
Next stepIn this step, enter the subject line that will appear on the automated report email sent to the sub-account. A clear subject helps recipients quickly identify and understand the purpose of the report when it arrives in their inbox.

Enter Email Subject

In this step, enter the subject line that will appear on the automated report email sent to the sub-account. A clear subject helps recipients quickly identify and understand the purpose of the report when it arrives in their inbox.

Enter Email Subject (image 6 of 13) What this shows In this step, enter the subject line that will appear on the automated report email sent to the sub-account. What this shows Illustrates the "Enter Email Subject" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Enter Email Subject" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: In this step, enter the subject line that will appear on the automated report email sent to the sub-account. A clear subject helps recipients quickly identify and understand the purpose of the report when it arrives in their inbox. Immediately after, the guide continues: Report timing is critical for ensuring recipients receive insights when they expect them. Understanding how frequency, date, and timezone settings influence delivery helps create predictable reporting rhythms. Image 6 of 13 What to fill inIn this step, enter the subject line that will appear on the automated report email sent to the sub-account. A clear subject helps recipients quickly identify and understand the purpose of the report when it arrives in their inbox. Next stepReport timing is critical for ensuring recipients receive insights when they expect them. Understanding how frequency, date, and timezone settings influence delivery helps create predictable reporting rhythms.

When Reports Are Delivered

Report timing is critical for ensuring recipients receive insights when they expect them. Understanding how frequency, date, and timezone settings influence delivery helps create predictable reporting rhythms.

When scheduling a report, users choose:

  1. Frequency

  2. Start Date

  3. Time

Frequency Logic:

  • Daily: Sends every day at the configured time.
  • Weekly: Sends every week on the same weekday as the chosen start date. Example, If the start date is a Tuesday, weekly reports always send on Tuesday.
  • Monthly: Sends every month on the same calendar day selected as the start date. Example, If the start date is the 5th, reports send on the 5th each month.

Timezone:

Reports are delivered based on the sub-account’s timezone.

Choose Report Frequency

Select how often the report should be sent by choosing Daily, Weekly, or Monthly from the Frequency dropdown menu. Your selected frequency determines how often the sub-account will receive automated performance updates based on the dashboards included in the report.

Choose Report Frequency (image 7 of 13) What this shows Select how often the report should be sent by choosing Daily, Weekly, or Monthly from the Frequency dropdown menu. What this shows Illustrates the "Choose Report Frequency" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Choose Report Frequency" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: Select how often the report should be sent by choosing Daily, Weekly, or Monthly from the Frequency dropdown menu. Your selected frequency determines how often the sub-account will receive automated performance updates based on the dashboards included in the report. Immediately after, the guide continues: Choose the date when the first report should be delivered by selecting a value in the Next schedule date field. This date also determines the recurring day for Weekly or Monthly schedules, ensuring the reports follow a consistent delivery…. Image 7 of 13 What to chooseSelect how often the report should be sent by choosing Daily, Weekly, or Monthly from the Frequency dropdown menu. Your selected frequency determines how often the sub-account will receive automated performance updates based on the dashboards included in the report.
Buttons and menus referenced DailyWeeklyMonthly
Next stepChoose the date when the first report should be delivered by selecting a value in the Next schedule date field. This date also determines the recurring day for Weekly or Monthly schedules, ensuring the reports follow a consistent delivery cycle based on your selection.

Set Next Schedule Date

Choose the date when the first report should be delivered by selecting a value in the Next schedule date field. This date also determines the recurring day for Weekly or Monthly schedules, ensuring the reports follow a consistent delivery cycle based on your selection.

Set Next Schedule Date (image 8 of 13) What this shows Choose the date when the first report should be delivered by selecting a value in the Next schedule date field. What this shows Illustrates the "Set Next Schedule Date" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Set Next Schedule Date" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: Choose the date when the first report should be delivered by selecting a value in the Next schedule date field. This date also determines the recurring day for Weekly or Monthly schedules, ensuring the reports follow a consistent delivery cycle based on your selection. Immediately after, the guide continues: Choose the Time of day when the report should be delivered to recipients by selecting an option from the dropdown menu. The report will be sent according to the sub-account’s timezone, ensuring consistent and accurate delivery based on…. Image 8 of 13 What to chooseChoose the date when the first report should be delivered by selecting a value in the Next schedule date field. This date also determines the recurring day for Weekly or Monthly schedules, ensuring the reports follow a consistent delivery cycle based on your selection.
Buttons and menus referenced Next schedule date
Next stepChoose the Time of day when the report should be delivered to recipients by selecting an option from the dropdown menu. The report will be sent according to the sub-account’s timezone, ensuring consistent and accurate delivery based on the recipient’s local time.

Select Delivery Time

Choose the Time of day when the report should be delivered to recipients by selecting an option from the dropdown menu. The report will be sent according to the sub-account’s timezone, ensuring consistent and accurate delivery based on the recipient’s local time.

Select Delivery Time (image 9 of 13) What this shows Choose the Time of day when the report should be delivered to recipients by selecting an option from the dropdown menu. What this shows Illustrates the "Select Delivery Time" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Select Delivery Time" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: Choose the Time of day when the report should be delivered to recipients by selecting an option from the dropdown menu. The report will be sent according to the sub-account’s timezone, ensuring consistent and accurate delivery based on the recipient’s local time. Immediately after, the guide continues: Use the Recipients field to specify who should receive the automated report by adding one or more email addresses. You can include admins, team members, or external stakeholders, ensuring everyone who needs performance updates receives…. Image 9 of 13 What to chooseChoose the Time of day when the report should be delivered to recipients by selecting an option from the dropdown menu. The report will be sent according to the sub-account’s timezone, ensuring consistent and accurate delivery based on the recipient’s local time.
Buttons and menus referenced Time of day
Next stepUse the Recipients field to specify who should receive the automated report by adding one or more email addresses. You can include admins, team members, or external stakeholders, ensuring everyone who needs performance updates receives them automatically.

Add Report Recipients

Use the Recipients field to specify who should receive the automated report by adding one or more email addresses. You can include admins, team members, or external stakeholders, ensuring everyone who needs performance updates receives them automatically.

Add Report Recipients (image 10 of 13) What this shows Use the Recipients field to specify who should receive the automated report by adding one or more email addresses. What this shows Illustrates the "Add Report Recipients" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Add Report Recipients" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: Use the Recipients field to specify who should receive the automated report by adding one or more email addresses. You can include admins, team members, or external stakeholders, ensuring everyone who needs performance updates receives them automatically. Immediately after, the guide continues: Use the Test email field to add one or more addresses that should receive a preview version of the report before it is officially scheduled. Clicking Send test delivers a sample email so you can verify that the report content, formatting…. Image 10 of 13 What this coversUse the Recipients field to specify who should receive the automated report by adding one or more email addresses. You can include admins, team members, or external stakeholders, ensuring everyone who needs performance updates receives them automatically.
Buttons and menus referenced Recipients
Next stepUse the Test email field to add one or more addresses that should receive a preview version of the report before it is officially scheduled. Clicking Send test delivers a sample email so you can verify that the report content, formatting, and recipient visibility are correct before finalizing the schedule.

Send Test Email

Use the Test email field to add one or more addresses that should receive a preview version of the report before it is officially scheduled. Clicking Send test delivers a sample email so you can verify that the report content, formatting, and recipient visibility are correct before finalizing the schedule.

Send Test Email (image 11 of 13) What this shows Use the Test email field to add one or more addresses that should receive a preview version of the report before it is officially scheduled. What this shows Illustrates the "Send Test Email" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Send Test Email" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: Use the Test email field to add one or more addresses that should receive a preview version of the report before it is officially scheduled. Clicking Send test delivers a sample email so you can verify that the report content, formatting, and recipient visibility are correct before finalizing the…. Immediately after, the guide continues: Use the Pause/Resume button to temporarily stop or restart the scheduled report delivery for a sub-account. When the icon shows a pause symbol, it means the report is currently active and clicking it will pause the schedule; when the icon…. Image 11 of 13 What this coversUse the Test email field to add one or more addresses that should receive a preview version of the report before it is officially scheduled. Clicking Send test delivers a sample email so you can verify that the report content, formatting, and recipient visibility are correct before finalizing the schedule.
Buttons and menus referenced Test emailSend test
Next stepUse the Pause/Resume button to temporarily stop or restart the scheduled report delivery for a sub-account. When the icon shows a pause symbol, it means the report is currently active and clicking it will pause the schedule; when the icon displays a play symbol, the schedule is paused and clicking it will resume automatic report delivery. This control allows agencies to easily manage reporting activity without deleting or reconfiguring the existing schedule.

Pause or Resume Schedule

Use the Pause/Resume button to temporarily stop or restart the scheduled report delivery for a sub-account. When the icon shows a pause symbol, it means the report is currently active and clicking it will pause the schedule; when the icon displays a play symbol, the schedule is paused and clicking it will resume automatic report delivery. This control allows agencies to easily manage reporting activity without deleting or reconfiguring the existing schedule.

Pause or Resume Schedule (image 12 of 13) What this shows Use the Pause/Resume button to temporarily stop or restart the scheduled report delivery for a sub-account. What this shows Illustrates the "Pause or Resume Schedule" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Pause or Resume Schedule" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: Use the Pause/Resume button to temporarily stop or restart the scheduled report delivery for a sub-account. When the icon shows a pause symbol, it means the report is currently active and clicking it will pause the schedule; when the icon displays a play symbol, the schedule is paused and clicking…. Immediately after, the guide continues: Viewing the delivery summary helps users verify report recipients, monitor delivery activity, and confirm whether emails were sent successfully. This enhances transparency and allows agencies to track engagement. Image 12 of 13 What this coversUse the Pause/Resume button to temporarily stop or restart the scheduled report delivery for a sub-account. When the icon shows a pause symbol, it means the report is currently active and clicking it will pause the schedule; when the icon displays a play symbol, the schedule is paused and clicking it will resume automatic report delivery. This control allows agencies to easily manage reporting activity without deleting or reconfiguring the existing schedule.
Buttons and menus referenced Pause/Resumepause symbolplay symbol
Next stepViewing the delivery summary helps users verify report recipients, monitor delivery activity, and confirm whether emails were sent successfully. This enhances transparency and allows agencies to track engagement.

Where to View the Report Summary

Viewing the delivery summary helps users verify report recipients, monitor delivery activity, and confirm whether emails were sent successfully. This enhances transparency and allows agencies to track engagement.

Scroll to the bottom of the Reports screen to view the delivery log, which includes the email addresses that received the report.

Where to View the Report Summary (image 13 of 13) What this shows Scroll to the bottom of the Reports screen to view the delivery log, which includes the email addresses that received the report. What this shows Illustrates the "Where to View the Report Summary" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". This screenshot appears in the "Where to View the Report Summary" section of "Setting Up Automated Email Reports for Sub-Accounts with the Report Scheduler". The text alongside this image reads: Scroll to the bottom of the Reports screen to view the delivery log, which includes the email addresses that received the report. Immediately after, the guide continues: Q: Can I schedule different reports for different sub-accounts? Image 13 of 13 What this coversScroll to the bottom of the Reports screen to view the delivery log, which includes the email addresses that received the report. Next stepQ: Can I schedule different reports for different sub-accounts?

Frequently Asked Questions

Q: Can I schedule different reports for different sub-accounts?

Yes. Each sub-account can have its own schedule and configuration.

Q: Can I add multiple recipients to a report?

Yes, enter multiple emails separated by a comma and a space.

Q: Do sub-account users need specific permissions to receive reports?

Admins receive reports automatically; additional recipients do not require special permissions.

Q: What happens if I pause a report?

No reports will be sent until the schedule is resumed.

Q: Can I change the dashboard data included in the report?

No. The report automatically includes predefined dashboards and cannot be customized.

Q: Does editing the Business Email affect delivery?

Yes. Changes to the Business Email will affect where reports are sent unless recipients are manually adjusted.

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