Overview
With Gem’s automated report sharing functionality, you can schedule and send your reports via email at intervals of your choice. You can share them with both internal employees and external users outside of your domain, allowing you to keep everyone informed without manual work, and ensuring consistent visibility into your recruiting metrics. This article covers how to set up automated report sharing, and what recipients will receive when a report is shared
Requirements
- This feature is available to all Gem teams who have access to Talent Compass. Please contact your Gem Customer Success Manager or our Sales team at sales@gem.com if you would like to learn more.
Availability of automated report sharing
The automated report sharing functionality is available for reports in the following sections of Gem:
- Dashboards
- Pipeline Analytics
- Outreach Stats
Gem admins in organizations using non-Gem ATSes can scheduled automated Talent Pipeline reports using our Slack integration. See Gem’s integration with Slack for more details.
Create an email schedule
Follow these steps to set up an automated schedule for one of your reports:
- Open a report from one of the above locations.
- Select the Share button at the top-right of the screen.
- Select Schedule email report.
- In the Email report pop-up, configure the details of your report schedule.
Element | Description |
Repeat | The schedule that you want the report to be sent using. You can set specific days and times, as well as frequency. |
Recipients | Enter the names or email addresses of the users you want to send the report to. |
Allow recipients outside… | Select this option if you want to send to users outside your own organization. |
Subject | This defaults to the name of the dashboard or report. You can amend the wording to best suit the subject line you want the emails to use. |
Message | The body of the email that recipients will receive. By default it includes a link to View report in Gem, but you can include any additional text you need, and format the email using the various options shown at the bottom of the editor. |
All automated reports are sent from the default ‘send from’ address of bot@gem.com. We recommend letting any external users know that this is the email address reports will be sent from, and to add it to any relevant email whitelists.
What recipients receive
When the scheduled time comes, our system will send recipients an email version of your report. By default, this will include:
- A direct link to view the report in Gem, if the recipient wants to explore the data further.
- Note that external users will not be able to view the report page as they do not have access to your Gem instance. Only logged-in members of your team with a Gem account can view the report page.
- A PDF version of the report, which either employees or external users can view.
It may take ~5 minutes after the scheduled send time for recipients to receive a report.
Edit an email schedule
If you need to amend any of the details of an automated report, including removing or adding new recipients, you can edit the schedule to make your changes.
Follow these steps to edit an existing email schedule:
- Open a report which already has an email schedule set up.
- Select the Share button at the top-right of the screen.
- Select Edit scheduled email report.
- In the Email report pop-up, amend any of the details of your report.
- Select Schedule email to confirm your changes.
Stop an email schedule
Once you’ve set up an email schedule, it will continue to run until you choose to stop it.
Follow these steps to stop an email schedule:
- Open a report which already has an email schedule set up.
- Select the Share button at the top-right of the screen.
- Select Edit scheduled email report.
- Select Stop scheduled report at the bottom of the Edit report pop-up.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.