Scheduling a Report Use the Report Schedule tab to specify the frequency and dates a report generates, and the report delivery schedule. When you schedule a report, it generates and is sent to you via email as an attachment, or it is sent to the Portal. This depends on the selections made on the Report Settings tab. You can also send the report to a group of specified subscribers, which you define. Schedule Report Select ‘Schedule Report’ to activate the options that control when Aloha Insight generates the report. Run This Report You define the times and frequency that Aloha Insight generates the report. Run Report at — Defines the military time Aloha Insight generates the report. Because the report generates only once per day, you should enter a time after all your stores have had time to poll, so that your report uses the most current data. The time defaults to 9:00 a.m. Select the hour, and then the minutes the report generates. Time Zone — Defines the time zone that Aloha Insight uses to deliver the report. The time zone defaults to the time selected in Company Setup. Start Date — Displays the beginning date of the report schedule. If you are creating a schedule for a new report, the date defaults to the current system date. End Date — Defines an ending date for the report schedule. Select ‘End Date’ and then type the ending date in the text box in mm/dd/yyyy format. You can optionally use the calendar to select the date. No End Date — Indicates Aloha Insight processes the report indefinitely. Type the beginning date for the report schedule in the ‘Start Date’ text box. Type the last date for the report schedule in the ‘End Date’ text box. You must enter the dates that cover the time frame you want to run the report. For example, you want to run a daily report for the month of December. You would enter 12/01/yyyy in the ‘Start Date’ text box and then enter 12/31/yyyy in the ‘End Date’ text box. Entering these dates specifies the report is available to generate between 12/01/yyyy and 12/31/yyyy. Deliver This Report When scheduling the report, determine when you need the information on the report to make effective decisions about your restaurant. For example, some reports contain information that you need on a daily basis; whereas, other reports contain information that needs to coincide with your company fiscal periods, such as pay periods. Select one of the following options: • Daily • Weekly • Monthly • End of Every • Once as Soon as Possible Each option generates additional selections to the right of the option. For example, select ‘Daily’ and you then select the number of days between delivery intervals in which you would receive the report. Click the option to display the additional selections that correspond to the option. Select the report delivery schedule from the following options: Daily — Indicates you want to receive the report every x number of days. When you select ‘Daily’, you must define the number of days between receiving the report. Expand to see a list of options: Every x Day(s) — Displays the report schedule interval in days. Select a number from 1 to 365 in the ‘Every x Days’ drop-down list. If you select 1 from the ‘Every x Days’ drop-down list, you receive the report every day. If you select 2 from the ‘Every x Days’ drop-down list, you receive the report every other day. Weekly — Indicates you want to receive the report on a weekly schedule. When you select ‘Weekly’, you must define the number of weeks between report schedules, and the day of the week to receive the report. Expand to see a list of options: Every x Week(s) on: — Displays the report schedule interval as weekly. Select the number of weeks between receiving the report in the drop-down list. To receive a report every other week, select 2 in the drop-down list. Select a day of the week to receive the report. If you want to receive the report every Tuesday and Friday, select the ‘Tue’ and ‘Fri’ check boxes. Monthly — Indicates you want to receive the report on a monthly schedule. When you select ‘Monthly,’ you must select to either define the report schedule on a specific date of the month, such as the 15th, or on a specific weekday of the month, such as the second Wednesday. If you select 31 in the ‘x day of every x month’ option and the month does not have 31 days in it, Aloha Insight uses the last day of the month to generate and deliver the data. Expand to see a list of options: x Day of Every x Month(s) — Sends the report on the x day every x number of months. For example, to schedule your report on the 15th of every month, select 15 in the first drop-down list and 1 in the second drop-down list. The first drop-down list corresponds to the actual date of the month. Select a date from 1 to 31 in the drop-down list. x x of Every x Month(s) — Sends the report on a specific weekday of the month. For example, to send the report on the second Wednesday of every month, select 2 in the first drop-down list, Wednesday in the second drop-down list, and 1 in the third drop-down list. The first drop-down list corresponds to the week of the month. You can select a number between 1 and 5. For example, to receive a report on the third week of every month, select 3 in the drop-down list. The second drop-down list corresponds to the day of the week you want to receive your report. Select a weekday in the drop-down list. The third drop-down list corresponds to the frequency, in months, that you want to receive your report. You can select a number between 1 and 12. If you want to receive a report every third month, select 3 in the drop-down list. End of Every — Indicates you want to receive the report at the end of a period, such as a fiscal period. When you select ‘End of Every,’ you must select one of the following time periods to receive the report: Expand to see a list of options: Company Week — Sends the report on the day after the company week ends. You define your company week start day on the Company Calendar tab in Company Setup. End of Fiscal Period — Sends the report at the end of each fiscal period. You define your fiscal periods on the Company Calendar tab in Company Setup. End of Fiscal Year — Sends the report at the end of each fiscal year. You define your fiscal year start date on the Company Calendar tab in Company Setup. End of Month — Sends the report the day after the calendar month ends. End of Pay Period — Sends the report on the day after the pay period. You define your company pay periods on the Company Calendar tab in Company Setup. Once as Soon as Possible — Generates the report to run once as soon as possible; however, it may take a few minutes to run, depending on the report. Aloha Insight checks at intervals to see if the report should run. Once Aloha Insight detects the report should run, the system compiles the data and generates the report. Aloha Insight sends the report to the email address specified in User Account Setup. Report Subscriber Options The settings under Report Subscriber Options enable you to define who receives the report. For example, you can create a subscriber group that receives the report, or schedule the report to send to yourself. You must have security rights to send the report to other users. Send Report to Me — Indicates you are sending the report to yourself. If you selected ‘List Report on Portal’ on the Report Settings tab, you can access the report via your Portal. You can find the report in the ‘Scheduled Reports’ section on your Portal, listed as the name you entered in Report Settings. If you selected ‘Email the Report at a Defined Schedule’, you receive the report via your email. The report uses the name entered on the Report Settings tab, and sends it in the format designated on the Report Settings tab. Aloha Insight sends the report to the email address specified in User Account Setup. Send Report to Other Users — Indicates you are sending the report to other Aloha Insight users within your company. When you select ‘Send Report to Other Users’, you enable the ‘Subscriber Groups’ drop-down list, the Subscribers button, and the ‘Base Stores Reported on Subscribers’ Security’ check box. If you select ‘Send Report to Other Users’, you must select the subscriber group that receives the report. If you do not have security access to send a report to a subscriber group, ‘Send Report to Other Users’ is not available. Subscriber Groups — Contains a list of subscriber groups that can receive the report. Select a subscriber group from the drop-down list, or click Subscribers to create a new subscriber group. The subscribers receive the report via the method selected on the Report Settings tab. For example, you can elect to send the report to their Portal or to them via email. If you send the report via email, it is sent in the format selected on the Report Settings tab. Subscribers Button Click Subscribers to access the Subscriber Groups wizard to define the subscribers that receive the report. Base Stores Reported on the Subscribers’ Security — Select to have subscribers receive reports for only the stores they can access. If you do not select ‘Base Stores Reported on Subscriber’s Security’, the subscriber will receive the report based on the report settings.