How to Email Reports Automatically with Scheduled Reports
Scheduled Reports email any report to you and your team automatically: daily, weekly or monthly, as a CSV or Excel file. Set it up once and the report arrives in everyone's inbox on time, without anyone having to log in and export it.
Before you start
You need access to Reports in your owner account. Staff members need the Reports permission.
Each campground can have up to 20 scheduled reports, and each one can go to up to 20 email addresses.
Recipients don't need a RoverPass login. Anyone with an email address can receive the report.
How to schedule a report
Log in to your RoverPass owner account. In the sidebar, click Reports, then Reports (marked New).
Open the report you want to receive, then click Schedule in the report header.
Give the schedule a Title, for example "Daily Arrivals." This becomes the subject line of the email.
Under Recipients, your own email is already added. Type another address and press Enter or a comma to add it. Click the × on an address to remove it.
Optional: write a short note in Email body. If you leave it blank, the email says "Your scheduled report is attached."
Choose a File format: CSV or Excel (XLSX).
Under Date range, pick what each email should cover in Report covers, for example Yesterday, Last 7 days or Last month. The range is worked out fresh every time the report is sent.
Under Recurrence, set how often it goes out (see below), the Send at time and the Starts on date.
Click Save. You'll land on the Scheduled Reports list, where the new schedule shows its Next run.
You can also start from the Scheduled Reports tab on the Reports page: click New scheduled report and pick the report from the Report dropdown.
Choosing how often it's sent
Daily: every day, or every few days using Every N days.
Weekly: pick one or more weekdays under On these weekdays. Use Every N weeks to send every other week, for example.
Monthly: pick a Day of month (like the 1st), or a Week of month and weekday (like the last Friday). If you pick a day some months don't have, like the 31st, those months send on their last day.
The Send at time uses your campground's time zone, shown next to the field.
To stop a schedule automatically, set Ends on to a date, or Or after N occurrences to a number of sends. Leave both blank to keep it going.
Using a custom date range
If none of the preset ranges fit, choose Custom range… under Report covers. Enter Days before and Days after, counted from the day the report is sent. For example, 0 days before and 7 days after sends the coming week, which is handy for upcoming arrivals.
What the email looks like
Each email has your title as the subject, your note (or the default message), the report name and the period it covers. The file is attached and named after the report and its dates, for example arrivals-2026-11-03-to-2026-11-03.xlsx.
The file includes the date range you set on the schedule. Other filters you applied on screen, such as site or status, aren't saved with the schedule.
Managing your scheduled reports
Open Reports and click the Scheduled Reports tab to see every schedule for your campground, with the report, how often it repeats, the number of recipients, the next run, when it was last sent and its status.
Edit changes any setting, including recipients and timing.
Disable pauses the schedule without deleting it. Click Enable to turn it back on.
Delete removes it for good.
Why did a schedule stop sending?
If a schedule can't send, the Status column says why. The most common reasons are:
The person who created it lost Reports access. The schedule is paused. Anyone with Reports access can edit or re-enable it, and it becomes theirs.
The file was too large to email. Choose a shorter date range and save.
The report is no longer available for scheduling. The schedule is disabled.
Very large reports are capped at 50,000 rows. If that happens, the email says the file only includes the first 50,000 rows.
To stop receiving a report you were added to, ask the person who manages Reports at your campground to remove your email address.