Purpose
If you run the same custom report every week or month, schedule it. UZIO runs the template on your cadence and emails the recipients when the result is ready. This article covers creating a schedule, choosing recipients, what recipients receive, and why a schedule can stop on its own.
Who can do this: only the user who created the template can add, edit or delete its schedules. To receive a scheduled report from someone else's template, ask the owner to add you as a recipient, or duplicate the template into your own copy and schedule that (see Managing Your Report Templates and Runs).
Before you schedule
A schedule runs unattended, so the template's date criteria must work without a prompt.
- Ask at Runtime does not work with schedules. There is nobody to answer the prompt.
- A fixed date range returns the same period every time it runs. Use it only for a one-off delivery.
- For a recurring report, use a rolling preset such as This Week, Last Month or Month-to-Date, so each run covers the period just ended.
Create a schedule
- Go to Reports > Custom Report Builder > Report Templates.
- Open the template's ⋮ menu, click Schedule, then + Add Schedule.
- Add recipients. You can add UZIO users from your company by name or email, type external email addresses for people without a UZIO account, or choose to send to all users. Tick the option to send a copy to yourself if you want one. Every schedule must notify at least one person.
- Choose the frequency.
| Frequency | How it runs |
|---|---|
| Daily | Every day at the time you set |
| Weekly | On the weekday or weekdays you choose |
| Monthly | On the day of the month you choose. If a month is too short (the 31st in April), it runs on the month's last day |
- Set the time. The time is interpreted in the time zone of the schedule, so a report set for 8:00 AM runs at 8:00 AM in that zone, not in UTC.
- Set Start and End Dates (optional). Leave the start blank to begin immediately, or choose a future date. Leave the end blank for an open-ended schedule, or set one to stop the schedule automatically.
- Review and click Save Schedule.
Templates with an active schedule show a clock icon in the Report Templates list.
Note: UZIO checks every UZIO-user recipient when you save. If one of them lacks the Custom Report Builder switch or the data permissions the template needs, the save is refused with "One or more recipients do not have the required access for this report." Remove that person or ask your Employer Administrator to adjust their role. External email addresses are not checked; you are responsible for what you send outside UZIO. If you choose "all users", you cannot also list individual recipients.
One template, several schedules
A template can have any number of independent schedules, each with its own recipients, frequency, time and dates. Use this when your payroll team wants a daily file and leadership wants a weekly summary from the same template.
Manage a schedule
Open the template (click its name) and select the Schedule tab. Each schedule is listed with its frequency, status, next run and recipients.
- Edit: open the schedule, change what you need, Save.
- Delete: open the schedule, click Delete Schedule, confirm. Future runs stop. Past runs and the template are untouched.
- Pause: set the End Date to today. The schedule stops and shows as Completed. To resume, clear or extend the End Date and save.
What recipients receive
When a scheduled run completes, every recipient gets an email with the subject "Scheduled Report '[Report Name]' is generated". It lists the report name, when it was generated, the schedule description and the next scheduled run, and links to the Generated Reports tab, where the recipient views the grid or downloads CSV or Excel.
Note: The email does not attach the file. Recipients without a UZIO login can receive the email but cannot open the link, because the link leads to the portal. To share results with someone outside UZIO, download the file yourself and send it.
If a run fails, recipients get "Scheduled Report '[Report Name]' has failed" with the error and a request to log in and run the report manually.
When a schedule stops on its own
A schedule can stop without anyone deleting it. Check its status on the Schedule tab.
| Status | What it means | What to do |
|---|---|---|
| Active | Running on its cadence | Nothing |
| Completed | The End Date has passed, or a fixed schedule has no future run | Extend the End Date to resume |
| Suspended | UZIO stopped it at run time. Either the owner no longer has access to the template's data (role changed or account deactivated), or every recipient has lost access and nobody is left to notify | Only an Employer Administrator can reactivate a suspended schedule, and must name a new owner who has access to the report. A proposed owner without access is refused with "Proposed new owner does not have access to this report at EIN ... Pick a different owner." |
Recipients are checked at every run as well as at save time. A UZIO user who has lost the necessary permissions is removed from the schedule automatically and notified; the run still goes to everyone else. Suspended schedules never resume by themselves.
Warning: When the person who built a scheduled report leaves your company, their schedules will suspend at the next run. Before deactivating a report owner, list their scheduled templates and either duplicate them under a new owner or have your Employer Administrator ready to reactivate them.
Common problems
The schedule ran a few minutes late
Expected. UZIO checks for due schedules on a timer, so a run set for 8:00 AM can start a few minutes after.
A scheduled run was skipped entirely
If UZIO could not start a run within one hour of its scheduled time (for example during maintenance), the run is skipped and the schedule moves to its next occurrence. It does not catch up. Run the template manually for the missed period.
Recipients did not get the email
Open the template's History tab. If the latest scheduled run is Completed, the email was sent; ask recipients to check spam. If it is Failed, fix the cause and retry. If there is no recent entry, check the schedule's status: Completed means the End Date passed; Suspended means the owner or all recipients lost access.
I need to schedule a template someone else built
Only the creator can. Ask them to add you as a recipient, or open the template, change the Report Name and use Save as Template to create your own copy, which you can schedule.
Will the schedule pick up employees added after I set it up?
Yes. Every run queries live data at run time.
Still stuck?
If a schedule is Suspended and your Employer Administrator cannot find the reactivation screen, or emails stop arriving although runs show Completed, please reach out to us at support@uzio.com or call +1-571-601-1752. Send the template name, the schedule's frequency and time, its status, the date of the last successful email, and the names of the recipients affected.
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