Report schedules allow you to automatically send Back Office reports to one or more email recipients. Reports can be sent daily, weekly, monthly, or yearly, depending on your business needs.

If you previously used Lightspeed Restaurant's reporting automations feature, your automations have been automatically migrated as report schedules.

Creating a report schedule

Set up report schedules to automatically deliver recurring sales, operational, and accounting data directly to designated managers, accountants, or external partners.

1. Log in to the Back Office with your Lightspeed credentials.
2. From the navigation menu, select Reports > Report schedules.
3. Click Create new.

4. Add one or more recipients for your scheduled report.

   1. Under Send to, enter the email address for a recipient.
   2. Click Add, or press the Enter key.
   3. (Optional) Repeat steps 4a and 4b as needed to add up to 20 total recipients.

   

5. Choose a report to send to your recipient(s).

   1. Under Report, click Add reports.
   2. Scroll through or search the list of available reports.
   3. Select a report, then click Add.

   

6. (Optional) Configure the report's settings.
   • You can narrow the report by clicking Customize and applying available filters, such as Transaction tags.
   • Under Format, select PDF, CSV, or XLS. Not all formats are available for every report.

7. Decide when the report should be delivered. Reports are sent at 5 AM local time for the previous time period.

   • Frequency: Daily, Weekly (on Mondays), Monthly (first day of every month), or Yearly (every year on January 1).
   • Repeat on: When the frequency is Daily, you can select which day(s) of the week the report will be sent.

   

8. Click Save schedule to finish creating the report schedule.

Managing report schedules

You can view all of the report schedules you've created from the Reports > Report schedules section of the Back Office. Here, you'll see each scheduled report, its recipients, status (Active or Paused), cadence, and other information.

By clicking the three dots next to a report schedule, you can perform the following actions:

• Edit schedule: Makes changes to the report schedule's recipients or settings.
• Duplicate: Creates a copy of the report schedule with the same settings.
• Pause schedule: Temporarily prevents future occurrences of the report from being sent.
• Resume schedule: Allows a paused report schedule to begin sending again.
• Delete schedule: Permanently removes a report schedule from the Back Office, preventing future occurrences of the report from being sent.

Settings for report schedules

Customize your report schedules by adjusting data filters, selecting preferred export formats, and defining delivery frequencies to suit your operational routine.

Available reports

The following Back Office reports can be scheduled for automatic email delivery, organized by reporting category:

Filters and formats

Click Customize when adding a report to refine its data using available criteria, such as specific transaction tags. You can then select an export format based on how the recipient plans to use the file:

• PDF: A formatted, non-editable document designed for easy viewing, printing, and record-keeping without spreadsheet software.
• CSV: A lightweight, plain-text spreadsheet format compatible with external accounting platforms, databases, and custom data processing tools.
• XLS: A standard Microsoft Excel workbook formatted with tables, suited for manual data analysis, custom calculations, and sorting.

Scheduling

Scheduled reports send by email to your recipient(s) at 5 AM local time. Each scheduled report reflects the previous time period.

Reports can be scheduled for the following frequencies:

• Daily: One or more days per week. With this option selected, select the day(s) the report should send from the Repeat on field.
• Weekly: Every week on Monday for the previous Monday to Sunday time period.
• Monthly: The first day of every month for the previous month.
• Yearly: Every January 1 for the previous year.