Target Roles: System Administrators, IT Leads, General Managers, Night Auditors, Finance Directors
Last Updated:
Executive Overview
The Report Scheduler module allows properties to automate the compilation, distribution, and archival of reports (e.g., operational, financial, downtime, etc.). By setting up customized report queues, administrators can deliver batched reports (such as Arrivals, Departures, and In-House guest lists) on fixed recurring intervals (Daily, Multiple Times per Day, Weekly, or Monthly) directly to operational email distribution lists, SFTP endpoints, or local cloud repositories. This eliminates manual reporting tasks, preserves historical snapshots, and ensures continuous operational readiness during planned maintenance or emergency downtime.
Configuration Guide: Setting Up a Report Queue
System Navigation Path
PMS Dashboard > More > Reports > Report Scheduler
Step
Action
Platform Guidance & Operational Details
Access Scheduler
In the left sidebar, expand More, select Reports, and click Report Scheduler.
Loads the Reports Scheduler console displaying all existing scheduled queues.
Initiate New Queue
Click the blue Add Queue button in the top right corner.
Opens the Add New Queue setup modal.
Define Queue Basics
Select Type (DYNAMIC, STATIC, COMBINED, or DATA EXTRACTS) and choose Shift Type (Custom Report Queue, Night Audit Report Queue, etc.).
Defines queue processing logic and operational context.
Input Details & Format
Enter Name (e.g., Downtime Reports), assign a Code (e.g., DOWN), and choose Export Type (ZIP or FILE).
Determines the container packaging format for the batched report output. Click Add Queue.
Configure Delivery Settings
On the Edit Reports Queue screen, toggle Active to ON, set a Report File Name, and toggle Enable Schedule to ON.
Activates scheduling triggers; optionally toggle Auto printing or S3 Export.
Set Schedule & Frequency
Choose the starting Date, select Offset Type (DAILY MULTIPLE TIMES, DAILY, WEEKLY, MONTHLY), and assign run times.
When using multiple times, select each target time slot (e.g., 07:00 AM, 03:00 PM, 11:00 PM) and define an Offset value (e.g., 1).
Add Email Recipients
Enter the email Subject and add target recipient addresses in the Email field separated by commas.
Routes batched reports to management and departmental distribution lists.
Attach Reports to Queue
Click Add Reports, select the desired report, define export formatting/columns, set the target date range, and click Add.
Attaches individual reports (e.g., Arrivals, Departures List) into the scheduled queue. Repeat for additional reports.
Save & Activate
Click the blue Save button in the upper-right corner.
Deploys the automated schedule, updating status to SCHEDULE STATUS: ACTIVE on the main dashboard.
📷 VISUAL CALLOUT:
Add New Queue Modal & Initial Queue Setup
Schedule Reports Setup
Detailed Configuration Field Breakdown
1. Queue Parameters & General Settings
Type: Categorizes the reporting engine:
DYNAMIC: Real-time parameterized operational reports reflecting live PMS data.
COMBINED: Aggregated reporting combining multiple operational data sources.
DATA EXTRACTS: Raw transactional data dumps for analytics or third-party system ingestion.
Shift Type: Binds report execution to operational milestones: Custom Report Queue, Night Audit Report Queue, Start Shift Report Queue, or End Shift Report Queue.
Queue Details (Name & Code): Unique alphanumeric identifiers (e.g., Name: Downtime Reports, Code: DOWN) used for system reference and queue searches.
Export Type (Packaging):
ZIP: Compresses all compiled report files into a single secure .zip archive.
FILE: Generates uncompressed standalone files.
Report File Name: The custom naming convention applied to generated files (e.g., Emergency Downtime Reports).
Active Toggle: Master operational switch enabling or disabling the queue record.
Auto Printing Toggle: Automatically routes generated reports directly to configured local network printers upon compilation.
📷 VISUAL CALLOUT:
Edit Reports Queue Interface: Scheduling Details
Overview showing the Enable Schedule toggle enabled, Start Date selection, DAILY MULTIPLE TIMES frequency with configured time slots (07:00 AM, 03:00 PM, 11:00 PM), and recipient email inputs.
DAILY: Executes once per day at a designated target time.
WEEKLY / MONTHLY: Executes on specified weekly days or monthly close dates.
NIGHT AUDIT: Binds execution directly to the close of day night audit process.
Multiple Time Slots: Specific times when reports compile (e.g., 07:00 AM, 03:00 PM, 11:00 PM).
Offset: Numerical value (e.g., 1) determining shift boundary time offsets.
Email Distribution (Subject & Email): Sets the delivery email subject line and supports multiple comma-separated recipient addresses (e.g., james.fuller@hotelkeyapp.com, reservations@hotelkeyapp.com).
Advanced Transmission Protocols:
S3 Export: Toggles direct archival to an Amazon S3 cloud storage bucket.
SFTP Over IOT: Delivers generated files to external secure FTP servers.
MQTT Topic: Publishes execution notifications to IoT message broker topics.
Adding & Customizing Reports within the Queue
Clicking Add Reports opens the multi-step report configuration sub-modal:
📷 VISUAL CALLOUT:
Add New Report Configuration Modal
Add Report to Existing Queue
Select Report: Search and select the desired report template (e.g., Arrivals, Departures List, In-House, Room Availability).
Export Type (Format): Choose individual file generation format:
PDF: Formatted print-ready layout.
Excel: Structured .xlsx workbook for data manipulation.
CSV: Raw comma-separated data values.
Layout: Select document orientation (LANDSCAPE vs. PORTRAIT).
Column Customization (Optional): Click Select Columns to include or omit specific fields (e.g., Guest Name, Arrival Date, Departure Date, Confirmation Number, Adults, Children, VIP Guest, Stay Requests). Skip to accept system defaults.
Relative Date Filtering: Click Next to define dynamic date parameters using relative tags:
today: Pulls records for the current business date.
today+1 through today+30: Evaluates forward-looking reservation windows.
today-1 through today-30: Evaluates historical reconciliation windows.
Add to Queue: Click Add to attach the report. Repeat this process for any additional reports needed in the batch.
Queue Lifecycle & Operational Management
Modifying Report Parameters: Report parameters (date ranges, columns) cannot be edited directly in-line; users must click the red Trash icon next to the report under Reports Added to delete it and re-add the report with updated settings.
On-Demand Execution (Resend): Clicking the blue Resend button in the queue header immediately triggers manual compilation and delivery to all destinations without waiting for scheduled time slots.
Schedule Status Monitoring: The main Reports Scheduler grid displays live color-coded status badges (SCHEDULE STATUS: ACTIVE in green vs. SCHEDULE STATUS: INACTIVE in red) to provide instant operational visibility.
