Scheduling and Emailing Reports

Once a client's report looks right, you can email it by hand or let RankNest generate and send it on a schedule. Each recipient gets their own message with a link to the report, a short summary, your note, and a one-click unsubscribe.

Email always links to the share link, so sharing must be on before anything can be sent. See Sharing & Privacy.

Where to find it

Open a client, click Client Reports, and scroll to Email schedule and Email wording in the Report settings panel. Manual sends are in the history list on the same page.

Recipients

In Email schedule, enter up to 10 addresses in Recipients, separated by commas, and click Save settings. These are the client's addresses, not yours. To receive a copy yourself, turn on Send a copy to our contact address under Email wording; the copy goes to the contact email set in Report Branding.

A recipient who clicks unsubscribe is removed from the list for that client. They stay on the lists of any other clients they belong to.

How to email a report by hand

1. In the history list, find a report with the status Ready.
2. Click Send test to me to receive it at your own address first. Test emails carry no unsubscribe link and are not counted as sent.
3. Click Email. The report goes to every recipient, and the row records when it was emailed.

Each report is emailed once. If you need to send it again, generate a new report. You can send up to 5 manual emails per client per day.

How to schedule reports

1. Under Email schedule, set Schedule to Weekly or Monthly.
2. Pick the day: a weekday for weekly, a day of the month for monthly.
3. Pick the Send hour and a Time zone. Use my time zone fills in the one your browser reports.
4. Make sure Recipients has at least one address.
5. Click Save settings.

At the chosen time RankNest generates a report covering the Default period set in the sections area, then emails it. A monthly schedule set to Previous calendar month on the first of the month gives the client a clean month-on-month report.

Scheduled sends are skipped while the share link is off, because every email links to it. Turn the link back on and the next run goes out as normal.

Holding reports for approval

Turn on Hold scheduled reports for my approval before they go out when you want to read a report before the client does. Scheduled reports then arrive in the history list as Awaiting approval and are not visible on the share link.

Click Review to open one. If the AI summary is on, edit it there. Then:

• Approve makes the report visible on the share link without emailing it.
• Approve and send does both.

Reports you generate by hand with Generate report are approved as soon as they are ready.

Email wording

Under Email wording you can change what the message says:

• Subject: use {client}, {period} and {agency} and they are filled in per email. Leave it empty for the default subject.
• Opening paragraph: replaces the note to your client in the email only. The report page still shows the note.
• Send a copy to our contact address: sends the agency contact the same message.

Report emails are sent from reports@updates.ranknest.io with your agency name as the sender name, and replies go to your contact email. To send from your own domain, see Custom Domains.

Tips

• Send a test to yourself after any wording or branding change. It is the fastest way to see the email a client will get.
• Schedule the send for a weekday morning in the client's time zone. A report that arrives on Saturday night gets buried.
• Keep the Note to your client current. It is the first thing in the email, so a note that still talks about last quarter's work reads badly.

Troubleshooting

The scheduled report did not go out. Check three things: the share link is on, there is at least one recipient, and the report is not sitting in the history list as Awaiting approval.

A recipient says they never got it. Open the report's row: if it shows an emailed date, the message was sent. Ask them to check spam, and consider verifying a sending domain so mail comes from your own address.

The Email button is greyed out. The report has already been emailed, or there are no recipients saved. Each report is sent once.

Related

• Sharing & Privacy
• Custom Domains
• Delivery Channels
• Client Reports Overview