What the Report Scheduler is
The Report Scheduler turns any report you can run today into a report that runs itself. Instead of opening Evolve FM, configuring a report, and exporting it by hand every week or month, you define the report once and choose how often it should be produced. From then on it generates on schedule and arrives by email — no one has to remember, log in, or click anything.
Set it once
Capture a report exactly as configured, pick a pattern, and you're done. The schedule remembers every setting.
Runs unattended
Reports build in the background on your server. Nobody needs to be logged in for a scheduled report to run.
Delivers itself
Each finished report is emailed to your chosen recipients as a download link — no bulky attachments.
What it works with
The scheduler is built to cover the full range of Evolve FM reports — not just one kind.
Drawing reports
Floor-plan reports with all of their visual detail are fully supported: cost-center and category themes, color and pattern fills, room labels and occupant names, the legend, and multi-floor location filters. A scheduled drawing report is regenerated from your saved settings and looks exactly like the one you'd produce by hand.
Data & non-drawing reports
Standard tabular and data reports are equally supported. The scheduler stores the report's columns, filters, and parameters, and reproduces the report on schedule in the format you chose.
Opening the scheduler
The scheduler captures the report you're looking at, so you start from the report itself.
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Configure your report as usual
Open the report grid and set it up exactly how you want it delivered — choose the locations, theme, format, columns, and any filters. The scheduler will capture this exact configuration.
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Click Report Scheduling on the toolbar
The Report Scheduling button opens the scheduler in a window, pre-loaded with the report you just configured.
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Confirm the captured report
The scheduler shows a summary of what it captured — report name, drawing type, theme, orientation, format, and the location filter — so you can confirm before scheduling.
The Scheduling tab
This is where you name the schedule, choose who receives it, write the message, and set the recurrence. Here's the tab with a schedule being set up:
The fields, one by one
Captured report
The card at the top is the snapshot of the report you opened. It's shown for confirmation and stays locked to that report for the life of the schedule.
Schedule Name
A friendly name you'll recognize later — this is what appears in the Upcoming and History lists and in the email subject. Give it something meaningful like "Monthly Floor Plans – Building A."
Start Date
The date the recurrence begins. The first run happens on or after this date according to your pattern.
Recipients
Start typing a name or email (at least three characters) to search your Evolve FM contacts, then click to add. Added recipients appear as removable chips. You can add as many as you need.
Email Body
An optional message included at the top of the delivery email — useful for context like "Attached is this month's space plan for review."
Recurrence patterns
Four pattern types cover everything from "every morning" to "the first Monday of every quarter." Pick a type and the builder reveals just the options that apply. A plain-language summary always shows exactly what you've configured.
| Pattern | What it does | Example |
|---|---|---|
| Daily | Runs every day, every few days, or only on weekdays. | "Every day" · "Every 3 days" · "Weekdays only (Mon–Fri)" |
| Weekly | Runs on chosen days of the week, optionally every few weeks. | "Every week on Mon & Thu" · "Every 2 weeks on Friday" |
| Monthly | Runs on a fixed day number, or on a positional day like "the first Monday." | "Day 1 each month" · "The last Friday every month" |
| Yearly | Runs once a year on a fixed date, or a positional day within a month. | "Every January 1" · "The first Monday of April" |
Daily
Choose Every day for a report that runs each morning, Every X days for a regular interval (every 3 days, every 10 days), or Weekdays only to skip weekends.
Weekly
Set how often it repeats (every week, every 2 weeks…) and tap the specific days it should run. The picker below shows a "every week on Monday & Thursday" setup:
Monthly
Two ways to think about a month. Day of month runs on a fixed number — say the 1st or the 15th. Positional pattern runs on a relative day like "the first Monday" or "the last Friday," which is ideal when you want a consistent weekday rather than a fixed date. The example below shows "the last Friday of every month":
Yearly
For annual reports. Choose a fixed date every year (e.g. January 1) or a positional yearly pattern like "the first Monday of April" — handy for fiscal-year or seasonal reporting.
End conditions
Every schedule can run forever or stop at a defined point. Choose one of three:
| Ends | Behavior |
|---|---|
| Never | The report keeps running on its pattern indefinitely until you pause or delete the schedule. |
| On date | The schedule stops automatically after a date you choose. Useful for a project with a known end. |
| After N occurrences | The schedule runs a set number of times — say 10 — then stops on its own. |
The Upcoming tab
Upcoming lists every run that's scheduled but hasn't been delivered yet. Each card shows the schedule name, its pattern, the next run date, the report details, the location filter, and the recipients. From here you can pause, skip, edit, or run a report immediately.
| Report ID | 10 |
| Drawing type | Space Plan |
| Theme | System (30) |
| Orientation | Landscape |
| Format |
What you can do here
Expand a card for the full picture
Click any card (or its chevron) to expand it. The expanded view shows the Report Variables (report ID, drawing type, theme, orientation, format), the Location Filter applied to that report, and the Recipients who will receive it — so you can confirm exactly what's going out before it runs.
Filter & search
The toolbar across the top gives you a search box, a filter button, the master pause control, and a refresh button. Click the filter icon to open the panel shown above. Each control narrows the list:
- From / To date — show only runs whose next-run date falls inside a window. Leave one side blank for an open-ended range.
- Frequency — limit to Daily, Weekly, Monthly, or Yearly schedules.
- Format — show only PDF or Excel reports.
- Status — filter by Active, Paused, or Skipped.
- Schedule — focus on one or more specific named schedules.
Press Apply to run the filters or Clear to reset them. The search box works alongside any active filters and matches both report names and recipient addresses — for example, typing "emai" narrows the list to schedules matching that text.
Pause or resume a series
Pause stops an entire schedule until you resume it — every future run is held. Resume puts it back on its normal cadence, picking up where it left off.
Skip a single run
Choose to pause just one upcoming run instead of the whole series. The skipped run stays visible with a Restore option, and the schedule keeps running normally otherwise.
Edit a schedule
Adjust the name, recipients, message, recurrence, or end condition. The underlying report stays fixed; editing changes the timing and delivery, then regenerates the upcoming runs.
Run Now
Need a report right away, outside its schedule? Run Now generates and delivers it within about a minute, independently of the scheduled date. The schedule itself is unaffected — its normal runs continue as planned.
The History tab
History is your archive of every scheduled report that has been delivered. Each entry shows when it was sent and gives you a button to download the finished PDF again at any time.
| Report ID | 10 |
| Drawing type | Space Plan |
| Theme | System (107) |
| Format | |
| Sent | Jun 14, 2026, 1:05 PM |
Click any entry to expand it and see the same details captured for that delivery — Report Variables, the Location Filter, the Recipients, and the exact time it was sent — along with a Download PDF button to retrieve the finished report.
Filtering History
History has its own filter panel (the slider icon in the toolbar) with From / To date, Format, and Schedule controls, plus a search box that matches report names and recipients. Only scheduled deliveries appear here; on-demand Run Now sends are kept out, so History reflects your true recurring output.
How delivery works
When a report finishes, recipients receive a branded email with a button that opens the finished report. The report is delivered as a secure download link rather than a heavy attachment, so it never clogs inboxes or hits mail-size limits.
Here is this month's space plan for Building A, ready for review.
Your report is ready to view.
Report: A Size w Legend
Download Report (PDF)The email subject is your schedule name, your optional message appears at the top, and the download button links straight to the generated PDF. Recipients simply click to open or save it.
What lands in their hands
The download opens the finished report exactly as configured — same theme, colors, legend, room labels, and title block you'd get running it by hand. Here's a sample scheduled drawing report, a cost-center space plan with its legend:
A scheduled drawing report as delivered — cost-center fills, legend, and title block, generated automatically on its schedule.
Tips & FAQ
Can I change the report behind a schedule?
The report configuration is locked to a schedule when it's created. To deliver a different configuration, set the report up the way you want and create a new schedule from it. You can freely edit timing, recipients, and the message on an existing schedule.
What happens if I pause everything?
The master pause holds all scheduled runs. Nothing is lost — each schedule keeps its settings and resumes on its normal cadence when you turn scheduling back on.
Will a delivery fail if one recipient's address is wrong?
The report still generates and is recorded as sent; only the email to that address is affected. The finished report is always available to download from the History tab.
How quickly does Run Now deliver?
Usually within about a minute. It queues the report for immediate generation rather than waiting for the next scheduled time.
How large a report can I schedule?
Small and medium reports generate in seconds. Very large reports — for example one covering a great many drawings at once — take longer to build and deliver. If you regularly need very large reports, your administrator can advise on the best approach.
Behind the scenes
A short orientation for the IT team supporting the feature. End users don't need this section.
- Scheduled reports are produced by a background worker on the server, driven on a recurring job. No browser or signed-in session is required.
- The worker reads its database connection and server paths from the standard Evolve FM configuration, so it adapts to each installation automatically.
- Finished reports are emailed through the server's configured mail profile; delivery is a download link to the report's output location.
- A delivery that can't be emailed is still recorded as produced — the report remains available from the History tab — so a mail hiccup never loses a report.