> ## Documentation Index > Fetch the complete documentation index at: https://www.spacebring.com/docs/llms.txt > Use this file to discover all available pages before exploring further. # Send automatic reports and digests > Set up custom reports, filtered and combined the way you need, such as revenue, subscriptions, members, bookings, shop orders, renewals, support tickets, or credits, and have an agent email them to you and your team on a schedule Describe the report you need in your own words, and an agent builds it from your Spacebring data and emails it to you on a schedule. You no longer filter lists by hand, export several reports, or match them up in a spreadsheet. ![Agent form for a revenue report with the Schedule trigger and one location selected on Spacebring's coworking space management platform](https://mintcdn.com/spacebring/zfD5SUjysPBlIjo9/images/guides-send-automatic-reports-and-digests-1.png?fit=max\&auto=format\&n=zfD5SUjysPBlIjo9\&q=85\&s=5b9eef2f6bb8e5878f2a50c2931705d8) In one report, an agent can: * Filter the data the way you need, such as by location, company, plan, status, payment method, or nonmembers only. * Combine data from different areas, such as bookings with the companies that made them, or the credits customers received with the credits they used. * Group, count, and total it, such as orders by company and then by person. * Compare periods, such as this month with last month or with the same month last year. * Put all your locations side by side in one email. This guide has examples of reports you can set up: [reports to review](#review-how-your-space-performs) how your space performs, and [lists of what needs your action](#act-on-what-needs-attention). Paste their instructions into the agent and change them as you like. ## Set up a report agent 1. [Create an agent](/docs/ai-agents/agents.md#create-an-agent) and select the **Schedule** trigger. 2. Turn off **All locations** and select the location the report covers in **Locations**, as the reports below do. * For one report across your network, keep **All locations** on. 3. Set **Repeat**, **Time**, and **Timezone** as the report shows above its instructions, such as Monthly on day 1 at 08:00. * **Monthly** runs on a day from 1 to 28. For a report on a full month, run it on the 1st and report on the previous month. * An agent runs once at its time. For a second report at another time, create a second agent. ![Agent schedule set to run monthly on day 1 at 8:00 AM on Spacebring's coworking space management platform](https://mintcdn.com/spacebring/inMN-3t9x-8j2F0G/images/guides-send-automatic-reports-and-digests-set-up-a-report-agent.png?fit=max\&auto=format\&n=inMN-3t9x-8j2F0G\&q=85\&s=fa8195e40f61ed74c12bce2b56ec0502) 4. In **Instructions**, paste [your report's description](#describe-the-report-you-need), or one of the reports below. 5. Leave **Permissions** off. A report only looks up data, which an agent can do without them. 6. Turn on **Enabled** and click **Create**. ### Describe the report you need Write the instructions the way you would brief a colleague who prepares the report for you. Say: * The period, such as "the previous calendar month" or "last week, Monday to Sunday". * What to include and what to leave out, such as "room bookings paid with credits" or "leave out canceled orders". * How to group and total the data, such as "by company, then by person, with each company's total". * What to compare, such as "the change from the month before". An agent doesn't remember its earlier reports, so it looks up both periods every time. * The layout, such as "a table with one row per booking". * [Who gets the report](#choose-who-gets-the-report), and what to do when there's nothing to report, such as "send nothing". ![Agent instructions for a monthly revenue report by source, compared with earlier periods, on Spacebring's coworking space management platform](https://mintcdn.com/spacebring/zfD5SUjysPBlIjo9/images/guides-send-automatic-reports-and-digests-describe-the-report-you-need.png?fit=max\&auto=format\&n=zfD5SUjysPBlIjo9\&q=85\&s=4ff2ec8a580a75cb0b2494949fa31d72) > [!TIP] > > To try a report before you schedule it, paste its instructions into a chat with [Agent](/docs/ai-agents/ask.md), leaving out the sentence that says whom to email. Adjust the wording until the report looks right, then paste the full instructions into the agent. ### Choose who gets the report Name the people who get the report in the instructions, with their emails: * For one person, write: `Email the report to Anna Smith (anna@example.com).` * For several people, write: `Email the report to Anna Smith (anna@example.com) and Tom Brown (tom@example.com).` Each of them gets their own email. > [!WARNING] > > The agent emails only customers of its locations and administrators of your network, at the email address on their profile. To send the report to anyone else, [invite them as an administrator](/docs/administration/administrators.md#invite-an-administrator) or [as a member](/docs/customer-management/users/members.md#invite-a-member) with their email first. Emails show headings, lists, and tables, so ask for the layout you want, such as a table with one row per plan. An email holds up to 5,000 characters, enough for a table of a few dozen rows. A longer list, such as every booking of the month, comes as a CSV file attached to the email, and the email itself shows the totals. ## Review how your space performs These reports show how your space did over a period, compared with earlier periods. ### Track revenue Instead of exporting and combining several reports, you can see what your space earned, such as: * Revenue by location and by source * Revenue per plan, month by month and for the year so far * Revenue per meeting room * Payments received each month * A daily snapshot of every location Monthly on day 1 at 08:00 ```text title="Instructions" wrap theme={null} Report last month's revenue by source: plans, bookings, packages, shop orders, and event tickets. Count the invoices issued in the month, paid or not. Email the report to Anna Smith (anna@example.com), as a table. ``` ### Track subscriptions by plan To decide which plans to promote, you may want to follow your subscriptions plan by plan, such as: * Active subscriptions and seats per plan, including plans with none * New subscriptions each week or month * Monthly recurring revenue per plan * Plans going up or down month to month Monthly on day 1 at 08:00 ```text title="Instructions" wrap theme={null} Count today's active subscriptions and seats for each plan, including plans with none. Email the report to Anna Smith (anna@example.com), as a table. ``` ### Track members You may want to know how your community grows and whether members use your space, such as: * New members each month * Member growth month by month or year over year * Members who neither checked in nor booked * Invited members who haven't activated their account Monthly on day 1 at 08:00 ```text title="Instructions" wrap theme={null} List the members added last month, with their plan and company, and give the total. Email the report to Anna Smith (anna@example.com), as a table. ``` ### Analyze bookings You may want to know which rooms and desks are in demand and who books them, such as: * Bookings and booked hours per room or resource type * The least booked rooms * Bookings paid with credits or money * Bookings by members and by nonmembers * The companies that book most Monthly on day 1 at 08:00 ```text title="Instructions" wrap theme={null} For each room, give last month's number of bookings and booked hours, including rooms with no bookings. Put the least booked rooms first. Email the report to Anna Smith (anna@example.com), as a table. ``` ### Track sales on upcoming invoices You may charge front-desk sales, such as shop products or a printing fee, to customers' [upcoming invoices](/docs/billing/invoices/upcoming.md#add-extra-one-time-charges), which are issued only later. You may still want to follow these sales every week, such as: * Sales on upcoming invoices this month, per location * Sales per product * Sales next to meeting room bookings, compared with last month or last year Weekly on Monday at 08:00 ```text title="Instructions" wrap theme={null} Total the items added this month to customers' upcoming invoices that aren't part of their subscription, such as shop products and one-time charges. Give the total for each product and the overall total. Email the report to Anna Smith (anna@example.com), as a table. ``` ## Act on what needs attention These reports list what someone has to act on, such as orders to prepare, tickets to answer, or charges to invoice. ### Prepare shop orders Shop orders may need someone to prepare or bill them, such as: * Open orders to prepare in each location * How many of each product to prepare for tomorrow * What each company's people ordered, for reimbursement * Sales per product Weekly from Monday to Thursday at 16:00 ```text title="Instructions" wrap theme={null} List the shop orders in the New or In progress status, with how many of each product were ordered. Email the list to Anna Smith (anna@example.com). If there are no open orders, send nothing. ``` ### Prepare for renewals You may want to know in time whose contract or subscription ends or renews, such as: * Contracts and subscriptions ending in the next 60 days * Renewal payments due this week * Customers to ask about renewal two months ahead Weekly on Monday at 09:00 ```text title="Instructions" wrap theme={null} List the active subscriptions and signed contracts that end in the next 60 days, soonest first, with the customer and the end date. Email the list to Anna Smith (anna@example.com). If nothing ends, send nothing. ``` ### Chase open support tickets A ticket may wait for days when nobody opens the **Support** page. You may want a regular list of: * Open tickets by assignee and age * Unassigned tickets * Each location's tickets, for its manager Weekly on Monday and Friday at 09:00 ```text title="Instructions" wrap theme={null} List the support tickets in the New or In progress status, grouped by assignee, oldest first, with how many days each has been open. Email the list to Anna Smith (anna@example.com). If no tickets are open, send nothing. ``` ### Follow up on unused credits A customer who doesn't use their credits may be about to leave. You may want to see: * The customers who use the smallest share of their credits * Credits issued, used, and expired, per customer * What each company spends its credits on * Package credits left unspent, for your balance sheet Monthly on day 1 at 08:00 ```text title="Instructions" wrap theme={null} List the 20 customers who used the smallest share of the credits they received last month, lowest first, with their plan and the credits received and used. Email the list to Anna Smith (anna@example.com), as a table. ``` ### Find pending invoice items left unbilled Some pending invoice items are [never billed automatically](/docs/billing/payments/pay-with-invoice.md#pending-invoice-items), such as those of nonmembers and of members without a subscription, so a charge may be forgotten. You may want to check for: * Pending items that aren't linked to any subscription * Old pending items Monthly on day 28 at 09:00 ```text title="Instructions" wrap theme={null} Find the pending invoice items of every member, and of every customer who paid with the Invoice payment method in the last 3 months. List the items that aren't linked to any subscription, oldest first, with the customer, the item, its date, and its amount. Email the list to Anna Smith (anna@example.com). If nothing is waiting, send nothing. ``` ## Best practices * Test a new report before you rely on it: set its time to the next quarter of an hour, then read the email and the [run](/docs/ai-agents/agents.md#review-runs). * Give each report a fixed subject, such as `Use the subject "Open tickets digest".`, so you can find the emails and filter them into a folder. ## FAQs > **Why didn't the report arrive?** > > Open the agent on the **Network settings** > **AI & Agents** page and check its [runs](/docs/ai-agents/agents.md#review-runs): > > * **Failed** — the run shows the error. If the report covers a lot of data, shorten the period or split it across agents by location. > * **Skipped** — your network's balance ran out. Runs resume once it's topped up. > * **Completed** — open the run to read the agent's reply. If it couldn't find the person to email, make sure they are an administrator of your network or a member of the agent's location. If it sent the email, check your spam folder. 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