A scheduled report emails a training report to a list of people on a timetable, such as the overdue list every Monday morning, so nobody has to remember to run it. Each email carries the headline figures and tables in its body, and can attach the full report as a CSV file that opens in Excel. The figures are the same ones the Overdue Training Report, Training Analytics and the Compliance Dashboard show.
Where to find it: Training > Scheduled Reports in the main menu. The Schedule Report button on the Overdue Training Report opens the same screen.
ON THIS PAGE
Concepts
| Term | Meaning |
|---|---|
| Scheduled report | A saved combination of report type, timetable, recipients and options. It belongs to the site it was created on and reports on that site. |
| Next Run | When it will next be sent. It is worked out again whenever the timetable changes or the report is switched back on. |
| Last Run | When it was last sent successfully, either on schedule or with Run Now. Never until then. |
| Active / Paused | Whether scheduled delivery is on. A paused report can still be sent by hand. |
Quick start
- Open Training > Scheduled Reports.
- Click New Scheduled Report.
- Enter a Report Name, choose a Report Type, and set Frequency, the day and Time.
- Type each recipient’s email address and click Add.
- Leave Attach report as CSV (opens in Excel) ticked if people will want the full list, then click Create Report.
- Click the play icon (Run Now) to send it straight away and check it arrives as expected.
The Scheduled Reports list
Each card shows the report’s name, whether it is Active or Paused, its Report Type, its Schedule (for example Weekly on Monday at 07:30), its Recipients, Last Run and Next Run.
| Control | What it does |
|---|---|
| On/off switch | Pauses or resumes scheduled delivery. Switching a report back on schedules it from now. It does not send the runs it missed while paused. |
| Run Now (play icon) | Sends the report now, even if it is paused, and shows Report has been triggered and will be sent shortly. The regular schedule is not changed. |
| Edit | Opens the report in the dialog below. |
| Delete | Asks Are you sure you want to delete the scheduled report "<name>"? Deleting cannot be undone. |
Creating or editing a report
| Field | Notes |
|---|---|
| Report Name * | Becomes the email subject, followed by the site name. |
| Report Type * | See Report types below. |
| Frequency * | Daily, Weekly (choose a Day of Week) or Monthly (choose a Day of Month, 1 to 31). If you pick 29, 30 or 31 the dialog notes: In shorter months the report is sent on the last day of the month. |
| Time | The time of day in your account’s time zone. New reports default to 08:00. |
| Recipients * | Type an address and click Add or press Enter. Remove one with its cross. Recipients do not need a QTRACA login. Each receives their own copy, so nobody sees the others’ addresses. |
| Filter by Department | Limits the report to one department. The list offers the departments set on this site’s training roles, and matches trainees who hold a role in that department. Leave it on All Departments for the whole site. |
| Attach report as CSV (opens in Excel) | Attaches the complete report as a CSV file. Ticked by default. |
| Enable scheduled delivery | Untick to save the report paused. |
Create Report (or Update Report) stays greyed out until the report has a name and at least one recipient. If the server refuses a value, such as a badly formed email address, the reason is shown and the dialog stays open so you can correct it.
Report types and what each contains
| Report Type | Summary figures | Tables |
|---|---|---|
| Overdue Training Report | Overdue assignments, Trainees affected, Most days overdue | Overdue training: Trainee, Email, Department, Training, Due date, Days overdue. Most overdue first. Same rows as the Overdue Training Report. |
| Training Completion Summary | Courses, Trainees, Completion rate (%), Average score, Overdue assignments, Completed this month, Completed last month | Completion by department: Department, Trainees, Completion rate (%) |
| Compliance Status Report | Overall compliance (%), Required training assignments, Completed, Overdue, Certifications expiring in 30 days | Compliance by scheme: Scheme, Compliance (%), Required, Completed, Overdue. The same figures as the Compliance Dashboard. |
| Weekly Analytics Summary | The same figures as the completion summary | This month compared with last month (assignments made in each month), then Completion by department. The email is headed Training Analytics Summary. Despite the name, it can be sent at any frequency. |
The completion and analytics figures are the ones on Training Analytics, covering all the site’s assignments rather than a date range.
The email and the CSV attachment
- Subject: the report name and the site, for example Weekly overdue training - Plant 1.
- Body: the report name, site and time generated, any filter in use, the summary figures, and each table. A table shows at most 25 rows. After that the email says how many more there are and points to the attached CSV, or to QTRACA if there is no attachment. A table with nothing in it reads None.
- Button: View in QTRACA opens the Overdue Training Report for an overdue report, and Training Analytics for the others.
- Attachment: a CSV named after the report and the date, for example weekly-overdue-training-2026-09-21.csv. It holds the title, site, time generated, filters, summary figures and every table in full. It opens directly in Excel.
Why CSV rather than PDF? A CSV opens straight into a spreadsheet you can sort and filter, and it carries every row, which a formatted PDF of a long overdue list would not.
When reports are sent
- QTRACA checks for reports that are due every 15 minutes, so a report arrives within about 15 minutes after its time. A report set for 07:30 may arrive at, say, 07:40.
- If sending was held up (for example during maintenance), a report that fell behind is sent once, not once for every slot it missed, and then carries on from its next normal time.
- If building or sending a report fails, it stays due and is retried at the next 15-minute check. Last Run only changes after a successful send.
- Run Now sends one extra copy and leaves Next Run as it was.
Availability and permissions
- Needs the Training module. If the account no longer has Training, scheduled reports stop sending.
- The screen opens for Administrators and Training Coordinators. They are also the only roles that can create, change, delete or run a report. That is deliberate: a report emails the site’s training records to whatever addresses are typed in.
- The list shows the reports of the site you are working in. A report can only be changed from its own site.
Things to know
- Compliance reports ignore the department filter. The email says so: “The department filter (…) does not apply to compliance reports; figures are for the whole site.”
- A department that is no longer on any training role still shows in the list for a report that already uses it, so editing the report does not quietly clear it. It will match nobody until a role uses that department again.
- Times are in the account’s time zone, while Next Run is displayed in your own browser’s time. If you work in another time zone, the two can look different.
- The overdue report covers course assignments only. Document training and renewals not yet assigned are not included.
- There is no filter for days overdue on screen. An overdue report always lists everything overdue.