# Send client reports

> Email a client a monthly or weekly report under your own name, logo and colours, and share a report as a link.

Source: https://upfour.io/docs/send-client-reports

Afterwards a client gets a report by email every month or week, under your agency's name, logo and colours, as a link that opens without an account.

- **Who:** Any role except **Viewer**
- **Time:** About ten minutes
- **What you need:** At least one monitor with some history

To set the branding you need Company Owner or **Admin**; other roles except Viewer can create schedules. To send a report about one client, [add the client](https://upfour.io/docs/add-a-client.md) first.

**In up4:** Reports › Scheduled · [Open in up4](https://app.upfour.io/reporting/scheduled)

## Steps

### 1. [Set your report identity](https://upfour.io/docs/send-client-reports#branding)

Open **Company** and find **Report branding**. Enter the **Agency name** and **Agency website**. Upload a logo (PNG or JPEG, up to 1 MB) with **Upload logo**.

Choose a **Brand colour** and a **Footer**. The **PDF preview** shows the header. Select **Save changes** when it looks right. Without clients turned on, the first two fields read Company name and Company website.

Branding applies to reports created after you save. Reports already created keep their look.

[![](https://upfour.io/docs/images/walk/en/send-client-reports-branding.webp)](https://upfour.io/docs/images/walk/en/send-client-reports-branding.webp)

### 2. [Create a schedule](https://upfour.io/docs/send-client-reports#schedule)

Open **Reports**, then **Scheduled**, and select **New schedule**. Enter a **Name** that the recipients will recognize, such as the client's name and the month.

[![](https://upfour.io/docs/images/walk/en/send-client-reports-schedule.webp)](https://upfour.io/docs/images/walk/en/send-client-reports-schedule.webp)

### 3. [Choose the report and the client](https://upfour.io/docs/send-client-reports#report)

Pick the **Report**: **Executive summary**, **SLA / service level**, **Response time**, **Incident analytics**, **Downtime ledger (evidence)**, **Per-monitor report** or **Trends**. For a first client report, start with the Executive summary.

Under **Scope to client (optional)** select the client, so the report contains only that client's monitors. Choose a **Format**: PDF, XLSX, CSV or JSON.

[![](https://upfour.io/docs/images/walk/en/send-client-reports-report.webp)](https://upfour.io/docs/images/walk/en/send-client-reports-report.webp)

### 4. [Choose period and rhythm](https://upfour.io/docs/send-client-reports#rhythm)

For a monthly report set **Period covered** to Previous calendar month. Select Monthly for the **Cadence** and a **Day of month** from 1 to 28\. For a weekly report choose Weekly and a weekday.

Set **Send at (hour)** and the **Timezone** of the people reading it.

[![](https://upfour.io/docs/images/walk/en/send-client-reports-rhythm.webp)](https://upfour.io/docs/images/walk/en/send-client-reports-rhythm.webp)

### 5. [Add the recipients](https://upfour.io/docs/send-client-reports#recipients)

Enter the email addresses under **Recipients**, separated by commas or line breaks. One schedule takes up to 50 addresses. **Report language** sets the language of the report and of the email; left on automatic, it follows the client's communication language.

[![](https://upfour.io/docs/images/walk/en/send-client-reports-recipients.webp)](https://upfour.io/docs/images/walk/en/send-client-reports-recipients.webp)

### 6. [Check the preview and create](https://upfour.io/docs/send-client-reports#create)

The line **Next report** shows which period the next report covers and when it goes out. If it reads right, select **Create schedule**. The list shows the schedules of the view you work in: a schedule for a client appears once you pick that client (or all clients) in the view switcher, not under your Company's own name.

### 7. [Send one now to see the result](https://upfour.io/docs/send-client-reports#run)

In the list, select **Run now** on the new schedule. Under **Recent reports** the report appears with its delivery state.

[![](https://upfour.io/docs/images/walk/en/send-client-reports-run.webp)](https://upfour.io/docs/images/walk/en/send-client-reports-run.webp)

## How you know it worked

The recipients get an email from your agency with the report's name and period, your logo and footer, and a button that opens the report. The state of the run reads Sent to all recipients.

A report holds the headline figures of the period, each compared with the period before: service availability, services in scope, disruptions, total disruption time and typical response time. Below come a day-by-day availability chart and a table per monitor with availability, response times, incidents and checks. The other report types go deeper into one of these.

## If something is off

The run shows Delivery failed or Delivery retry scheduled.

up4 retries failed deliveries by itself. Check the addresses of the recipients that did not receive it, then correct them in the schedule.

A run shows Skipped.

Monitoring was paused at that time. The schedule continues at its next slot once monitoring resumes.

A run shows Not stored.

The storage limit for report files is reached. Nothing was deleted. Free up space or ask for a higher limit, then run the schedule again.

## What up4 does not do here

- The email carries a link, not an attachment. A report link that comes with a schedule stays valid for 90 days.
- Reports are sent from up4's own sending address. Your name, logo, colours and footer appear inside the email and the report. A sending address of your own is not offered.
- A monthly schedule runs on day 1 to 28, so that it exists in every month.
- A Company has an overall limit on schedules and recipients. Within a schedule, 50 recipients is the maximum.
- You can send the same report to a person without a schedule: open the run under Recent reports, select Share, name the link and choose whether it never expires. Without that choice it works for 90 days. Revoke a link under Share links and it stops opening at once.
- A client's own portal login is a separate feature. [Give a client their own login](https://upfour.io/docs/client-portal.md).

[Per API POST /v1/reports/schedules](https://upfour.io/docs/api/reports#post_reports_schedules)

| In the app | API field |
| --- | --- |
| Name | `name` |
| Report | `report_type` |
| Scope to client (optional) | `client_id` |
| Format | `format` |
| Recipients | `recipients` |
| Cadence | `cadence` |
| Day of month | `day_of_month` |
| Send at (hour) | `send_hour` |
| Timezone | `timezone` |
| Report language | `language` |

[Full reference](https://upfour.io/docs/api/reports#post_reports_schedules)