Send scheduled reports
Set up a report that goes out weekly, monthly, quarterly or when you send it — with Polzy's summary, the headline figures, insights and theme scores — and choose who receives it.
On this page
A report sends the figures to the people who need them, in the app and by email, on a schedule or when you choose. Each one opens on Polzy's summary of the period, then the headline figures, the trend, the period's insights and every theme's score. A report can read the whole workspace or one survey; a campaign has a report of its own, written when it closes.
Reports are on Business and up. Admins create, change and send them. Editors open the reports sent to them, and each reads only their own reporting line.
Before you start
- You are an admin of the workspace.
- Recipients are admins or Editors of this workspace. A report cannot go to Viewers or to people outside it.
- There are answers to report on. A period with fewer people than your minimum group size gets no summary.
The Reports page
Open Analytics → Reports. The tabs All, Campaign reports and Scheduled sort the cards. Each card shows the report's schedule, its recipients and when it was last sent, with Send now and Open. Coming up lists the next sends.
At the end of a period Polzy may offer one: Q3 2026 is ready to report, with how many responses and comments it would cover. Draft report opens the form, filled in.
Create a report
- On Analytics → Reports, click New report.
- Under What is it about?, choose On a schedule.
- Give it a Name — Leadership summary — and, if you like, a Description and an Icon.
- Under Data from, choose The whole workspace or one survey.
- Under Sends, choose When you send it, Weekly, Monthly or Quarterly. For a scheduled one, pick the Day (or Day of the month) and the Time.
- Check Period it reads — Polzy picks one to match the schedule — and the Format.
- Under Recipients, choose the admins and Editors who receive it. Give the list a List name, such as Leadership, if you like.
- Click Create report.
The report goes out on its schedule from then on. A report sent When you send it goes out only when you click Send now.
Draft with Polzy
Draft with Polzy opens Ask Polzy, set to make a report. Say what it should cover, for whom and how often — each manager's own results, every quarter. Polzy drafts it and opens it. A report Polzy makes is a Draft: it sends nothing until you click Switch on on its page. Create with Ask Polzy.
Every field
| Field | What it does |
|---|---|
| What is it about? | On a schedule: a reading of the analytics. About a campaign: a campaign's own written report — see Campaign reports. |
| Name, Description | How it is listed and what its page says under the title. |
| Icon | Screen, Document, Mail or Chart, on its card and page. |
| Data from | The whole workspace, or one survey. |
| Sends | When you send it, Weekly, Monthly or Quarterly. |
| Day / Day of the month | Weekly: a day of the week. Monthly and quarterly: a day of the month, 1 to 28. |
| Time | In the workspace's time zone, so 08:00 stays 08:00 when the clocks change. |
| Period it reads | The last 7 days, The last 30 days, The last 90 days, The month before it goes out or The quarter before it goes out. Weekly reads the last 7 days to start with, monthly the month before, quarterly the quarter before, and a report sent by hand the last 30 days. |
| Format | Email: the headline figures in the message, and a link to the rest. PDF: a link to the report, ready to save as a PDF. Both arrive in the app too. |
| Recipients | Admins and Editors of this workspace. An Editor reads their own team; an admin reads the workspace. |
| List name | A name for the recipients, shown on the report instead of a count. Up to 60 characters. |
The report page
Click Open on a card.
- Ask about this report. Opens Ask Polzy with What stands out in the report "Leadership summary", and what should we do first?
- Export PDF. Opens your browser's print window: choose Save as PDF.
- Edit and Send now. For admins. Send now asks first, then sends to every recipient in the app and by email.
The Preview tab shows what the period's report says: Summary (Polzy's paragraph, with Rewrite), the headline tiles with Actions closed on time, the trend, sentiment and participation charts, Insights with All, Risks, Wins and Trends, and Theme scores against the period before. Schedule & recipients sums up the settings, including the privacy floor: Groups under 5 are left out before anyone reads it. History, for admins, lists every send with its period, its recipients, how many opened it, and whether it was Delivered, Partly delivered or Not delivered.
Switch on, send, archive
- Switch on. A draft's page opens on This report is a draft. Click Switch on: it goes out on its schedule from then, and Send now works.
- Send now. Sends the report for its period at once — to every recipient, in the app and by email.
- Archive report. In Edit, at the bottom. It stops going out; every send so far stays in its history.
Campaign reports
Choose About a campaign under What is it about?, then The campaign. A campaign report is the campaign's own written report — a wellbeing or a decision report, by the campaign's purpose.
- Write the report when the campaign closes. On, Polzy writes it when the campaign closes; off, only when you ask with Write it now. Add What should it look at? to steer it.
- Send it once it is written. To the campaign's responsible person and anyone under Also send to.
A campaign report needs answers from at least as many people as your minimum group size; until then its page says Too few people answered for a report. You can also set this from the campaign itself, under Ownership & reporting.
Troubleshooting
- This report is a draft. Switch it on before sending it. Click Switch on on its page.
- Nobody on this report can receive it: add an admin or a manager. The recipients have left or are no longer admins or Editors. Add one.
- A report goes to admins and managers of this workspace only. You picked someone who is neither an admin nor an Editor here.
- The report has not been written yet. Write it first, then send it. A campaign report: click Write it now.
- Not enough answers in this period to summarise. Too few people answered. Choose a longer Period it reads.
- I cannot see a report a colleague mentioned. Editors see only the reports sent to them, and never a draft.
Related articles
Signed-in members can ask Polzy or message the team from Support. How fast we reply depends on your plan.