Automated Email Reports

Receive daily and weekly work summaries automatically delivered to your inbox. Stay informed about your productivity and team performance without logging into the platform.

Overview

Automated email reports bring your work data directly to your inbox on a schedule you control. Get daily summaries of yesterday's work, weekly recaps of the entire week's productivity, and team-wide reports for managers. All reports include detailed project and task breakdowns, making it easy to see exactly where time was spent.

Types of Reports

Personal Reports

Daily Work Summary

Sent every morning at 1:00 AM (your team's timezone).

What's included:

• Total hours worked yesterday
• Breakdown by project and task
• Top projects and tasks by time
• Weekly progress (if you have a target set)
• AI-generated insights (for managers)

When it's sent:

• Only if you tracked time yesterday
• Skipped if you had zero time tracked
• Sent 7 days a week (including weekends if you worked)

Perfect for:

• Starting your day with yesterday's recap
• Quick review of what you accomplished
• Catching any time tracking mistakes from yesterday
• Tracking progress towards weekly goals

Weekly Work Summary

Sent every Monday morning at 2:00 AM.

What's included:

• Total hours for the week (Monday-Sunday)
• Complete breakdown by project and task
• Weekly progress towards target (if set)
• Week-over-week comparison
• AI-generated summary of the week

When it's sent:

• Every Monday for the previous week
• Only if you tracked time during that week
• Covers Monday-Sunday calendar week

Perfect for:

• Weekly review of accomplishments
• Planning the upcoming week
• Monthly time tracking summaries (save 4 weekly emails)
• Quarterly performance reviews

Team Reports (Managers Only)

Available to team owners and organization managers only.

Daily Team Summary

Sent every morning at 1:00 AM.

What's included:

• Team's total hours yesterday
• Active team members who worked
• Breakdown by project and task across team
• Progress bars for team members with targets
• AI-generated team insights

When it's sent:

• Every day at 1:00 AM
• Only if at least one team member tracked time
• Sent to team owner and all organization managers

Perfect for:

• Morning standup preparation
• Quick team status check
• Identifying inactive team members
• Monitoring project progress

Weekly Team Summary

Sent every Monday morning at 1:30 AM.

What's included:

• Team's total hours for the week
• All active team members
• Complete project and task breakdown
• List of team members who missed their targets
• AI-generated weekly team analysis

When it's sent:

• Every Monday for the previous week
• Only if at least one team member tracked time
• Covers Monday-Sunday calendar week
• Sent to team owner and all organization managers

Perfect for:

• Weekly team meetings
• Performance reviews
• Resource allocation planning
• Identifying team members who need support

Email Content Details

Project Breakdown

All reports include a table showing time by project:

Project Name          Hours Worked
------------------------------------
Website Redesign      12.5 hours
Mobile App            8.25 hours
Client Support        4.0 hours
Internal Projects     2.5 hours

Task Breakdown

Top tasks are shown with their associated projects:

Task Name                      Project              Hours
----------------------------------------------------------
Homepage Layout               Website Redesign      5.5 hours
User Authentication           Mobile App            4.0 hours
Bug Fixes                     Client Support        3.5 hours
Database Optimization         Mobile App            3.0 hours

Progress Bars

If you have a weekly target set, you'll see a visual progress bar:

Weekly Progress: 32 hours / 40 hours (80%)
[████████████████░░░░] 80%

You're on track! Keep it up to reach your 40-hour target by Sunday.

Progress indicators:

• Visual bar: Shows percentage filled
• Text summary: "32 hours / 40 hours (80%)"
• Motivation message: Encourages you based on progress

Team Members Missing Targets

In the weekly team report, managers see who didn't meet their targets:

Team Members Who Didn't Meet Their Weekly Target:
• Sarah Johnson: 28 hours / 40 hours (70%)
• Mike Davis: 15 hours / 40 hours (38%)

Important: Only team members with a target set are included in this list. If someone doesn't have a target, they won't appear here even if they worked zero hours.

AI-Generated Insights

For managers with AI assistant access, reports include:

• Key trends and patterns
• Productivity observations
• Project allocation analysis
• Recommendations for the week ahead

Managing Your Report Preferences

Accessing Settings

1. Click your profile icon → Settings
2. Navigate to Notification Settings
3. Scroll to the Email Reports section
4. Toggle reports on or off

Available Controls

Each report type can be enabled or disabled independently:

• ☑️ Daily work summary - Your personal daily report
• ☑️ Weekly work summary - Your personal weekly recap
• ☑️ Daily team summary - Team's daily activity (managers)
• ☑️ Weekly team summary - Team's weekly recap (managers)

Default setting: All reports are enabled by default for new users.

Customization Tips

Too many emails?

• Disable daily reports, keep weekly summaries
• Or vice versa if you prefer daily check-ins

Only want team reports?

• Managers can disable personal reports and keep team reports
• Useful for executives who manage multiple teams

Going on vacation?

• Disable all reports before you leave
• Re-enable when you return
• Reports won't send anyway if you track no time

Seasonal workers?

• Enable during active work periods
• Disable during off-seasons

Report Timing & Delivery

Delivery Schedule

Why early morning?
Reports are delivered early so they're in your inbox when you start your workday, regardless of when you start.

Conditional Delivery

Reports are only sent when relevant:

• Daily reports: Only if time was tracked that day
• Weekly reports: Only if time was tracked during the week
• Team reports: Only if at least one team member tracked time

Example: If you take a 3-day weekend and track no time Friday-Sunday, you won't receive any daily reports for those days.

Email Format

Reports are sent as:

• HTML emails with nice formatting
• Mobile-responsive for reading on phones
• Printable if you need hard copies
• From: [email protected]
• Reply-to: Your team owner's email (for team reports)

Use Cases

Individual Productivity Tracking

Scenario: Freelancer managing multiple client projects

Enable daily reports to:

• Track exactly how much time you spent on each client
• Ensure you're billing everyone accurately
• Catch any forgotten time entries
• Stay motivated with progress tracking

Team Management

Scenario: Agency owner managing 10-person team

Enable team reports to:

• See team productivity first thing each morning
• Identify who's overworked or underutilized
• Plan daily standups with actual data
• Review weekly performance every Monday

Project Manager Oversight

Scenario: PM managing 3 concurrent projects

Enable both personal and team reports to:

• Track your own project management time
• Monitor team allocation across projects
• Ensure projects are staffed appropriately
• Prepare for weekly status meetings

Remote Team Coordination

Scenario: Distributed team across timezones

Enable team reports to:

• See who worked while you were offline
• Coordinate asynchronously with progress updates
• Maintain team cohesion with shared reports
• Track global team productivity patterns

Contractor Management

Scenario: Managing 5 contractors with different schedules

Enable weekly reports to:

• Verify contractors are working agreed hours
• Catch invoicing issues early
• Compare contractor productivity
• Identify when to assign more/less work

Best Practices

Reading Your Reports

Morning routine:

1. Check daily report while having coffee
2. Verify time tracking was accurate yesterday
3. Fix any errors before they're forgotten
4. Plan today based on yesterday's progress

Monday morning:

1. Review weekly report to see the big picture
2. Celebrate accomplishments from last week
3. Identify areas to improve this week
4. Share interesting insights with your team

Using Team Reports

Daily team management:

• Review team report during morning standup
• Praise team members who had productive days
• Check in with team members showing low activity
• Reassign work if someone's overloaded

Weekly planning:

• Review which projects got the most time
• Adjust team assignments for the coming week
• Address team members who missed targets
• Set team goals based on last week's pace

Avoiding Email Overload

Strategy 1: Weekly only

• Disable all daily reports
• Enable weekly summaries only
• Perfect for executives and part-time managers

Strategy 2: Team focus

• Disable personal reports
• Enable team reports only
• Best for managers who don't track time themselves

Strategy 3: Work-week only

• Keep settings on all week
• Use email filters to archive weekend reports
• Maintains data without weekend interruptions

Privacy & Security

Who Receives Which Reports

Data Included

Personal reports contain:

• Only your own time tracking data
• Your progress towards your target (if set)
• Projects and tasks you worked on

Team reports contain:

• All team members' aggregated data
• Individual progress bars (if targets are set)
• Team-wide project and task breakdowns
• Never include: Screenshots, detailed work descriptions, or personal notes

Email Security

• Reports use secure email delivery
• No sensitive data (passwords, API keys, etc.)
• Links to detailed data require login
• Historical reports are not accessible by email

Troubleshooting

Not Receiving Reports

Check these common issues:

1. Notification settings disabled

   • Go to Settings → Notification Settings
   • Ensure the report type is enabled

2. No time tracked

   • Reports only send if you tracked time
   • Check if you actually worked that day/week

3. Email filters

   • Check spam/junk folder
   • Whitelist [email protected]
   • Check email rules for auto-archiving

4. Wrong email address

   • Verify your email in profile settings
   • Test with a password reset email

5. Team timezone issues

   • Reports use team timezone, not personal
   • 1:00 AM team time might be different for you

Reports Sent at Wrong Time

The report time is based on your team's timezone, not your personal timezone. If you're in a different timezone than your team:

• Daily report at 1:00 AM team time might arrive at 9:00 PM your time
• This is intentional to keep all team members synchronized
• Consider setting up email filters to organize them

Missing Data in Reports

If a report arrives but seems incomplete:

1. Verify time tracking - Was time actually tracked?
2. Check date ranges - Daily is yesterday, weekly is Mon-Sun
3. Project assignments - Must be assigned to projects for data to show
4. Team membership - Only see data for your current team

Duplicate Reports

Receiving reports twice?

1. Multiple teams - You might be on multiple teams (each sends reports)
2. Manager role - You receive both personal + team reports (this is normal)
3. Email forwards - Check if your email is forwarding elsewhere

Related Features

• Weekly Target Hours - Set targets to see progress in reports
• Time Reports & Analytics - Real-time reports in the dashboard
• Notification Settings - Manage all notification preferences
• AI Business Assistant - Ask questions instead of waiting for reports