Reports

Reports turn a dashboard into something that arrives in inboxes on a schedule. Instead of asking people to log in and check, you deliver the numbers to them — a weekly Monday-morning summary, a monthly board report, a quarterly review — automatically.

Find them under Insights → Reports.

Creating a report#

Click New report on the Reports page. The form is a page of its own, with a live preview beside it: the report's cover and the email's headline numbers, worked out for the settings on the form as you change them (nothing is saved until you click Schedule report). A report is built over a dashboard you can see. Set:

1. What to send - A name and the dashboard it reports on. - The period every run covers — yesterday, last week (Monday to Sunday), last month, last quarter, month to date, quarter to date, year to date, or custom dates — and what it is compared with: the previous period, the same period last year (for a week, the same Monday-to-Sunday week 52 weeks earlier), or nothing. Periods are days in the report's time zone. A new report starts on the period that fits how often it goes out — a daily report covers yesterday, a weekly one last week, a monthly one last month and a quarterly one last quarter — until you pick another. Reports you already have keep the period they were saved with. The form shows what the next run will cover ("The Nov 1 run covers 1–31 Oct 2026, compared with 1–30 Sep 2026"). - Which sections keep their own period — every chart and number follows the report's period unless you tick it here. Numbers that count what is true right now (open tickets, open deals, balances) can't look back, so they always show the moment the report is made, marked "As of".
2. Format — PDF (the branded report as pages), Excel (XLSX) or CSV. - The Excel workbook has one sheet per section of the report, named after it. Each sheet starts with the section's name, the report, your organization, the period it covers, what it is compared with and when it was made, then a row per item: the value for the period, the value for the comparison period and the change. Values are real numbers with Excel formats — money as money, percentages as Excel percentages (67% is stored as 0.67), hours as hours — so they add up and chart straight away. A section that counts what is true right now says "As of …" instead of a period. - The CSV is every number in one plain file: section, label, value. - In both, any text that would start a spreadsheet formula (a company named "=HYPERLINK(…)", for example) is written as plain text, so opening the file never runs anything.
3. Schedule — daily, weekly (on a chosen day), monthly (on a chosen date), or quarterly (on a chosen date in January, April, July and October), plus the hour and the time zone. The schedule runs on that clock, and every time in the report and its email is shown in it, with the zone's abbreviation (for example "7:00 AM CDT"). A new report starts in your own time zone (Account → Profile), or your organization's if you haven't set one. The next three runs are listed under the schedule.
4. Recipients — people in your organization, and email addresses (type one and press Enter; addresses of people outside your organization are marked).
5. Branding — your organization's logo and report accent colour, shown for reference. Change them for every report on System → Organization.

Everyone on the report gets the same snapshot — the numbers as they render at send time, with the report owner's access, identical for every recipient.

To change a report, choose Edit from its ⋯ menu (on the Reports page or the report's own page). The same page opens with its settings, one Save changes bar at the end, and Delete report in the Danger zone. Its preview has two more links: Open full preview (the report's page) and Open under Email preview, which shows the email exactly as a run made now would send it — and, when the report goes outside your organization, Open their copy. Nothing is sent from a preview.

The email#

Each run's email carries the report's headline numbers — up to four, the same numbers as the report's executive summary — each with its change since the comparison period, coloured green when the change is good for that number and red when it isn't (with an arrow and the words, never colour alone), plus the In short line, the period it covers, and the report attached as a PDF, Excel workbook or CSV. The subject names the report, the period and your organization ("Company health — Sep 2026 · Acme Consulting"). Every email also has a plain-text version with the same numbers.

People in your organization get one email together, with an Open report button (the report's page, in your accent colour), a link to the live dashboard, and Manage this report. Those links open for people who can see that page — the report's page is for the people who can change the report (see below); everyone else has the attached file.

A dashboard without any single-number widgets has no headline numbers, so its email says the period and that the report is attached.

The report page#

Click a report's name to open it as it will be sent: a cover with your logo, the period and what it is compared with; the executive summary — each headline number with its change (green when the change is good for that number, red when it isn't) and the period it is compared with; In short, one plain sentence per number that moved; one numbered section per chart, with the table behind it; and Notes and definitions at the end.

Pick another Period or Compare to at the top to look at a different window — the report itself doesn't change until you choose Use this period for the report.

• Export PDF makes the PDF of what you're looking at and downloads it (usually well under a minute). It isn't emailed, the schedule doesn't move, and the file also appears under the report's Runs.
• Export to Excel (in the report's ⋯ menu) does the same with the Excel workbook, whatever format the report itself sends.
• Print opens the same pages in your browser to print or save.

The PDF has a full cover page, then the sections on US Letter pages with your organization and the report's name and period at the top of each page, and the time it was made and "Page X of Y" at the bottom.

The Company health report#

A report over a dashboard that shows Client health — the one the Company Health template makes — prints as the Company health report, with pages of its own:

1. Executive summary — average client health, the watch list, goals met and open tickets, each with its change; In short; health over time (the daily average, with the comparison period beside it); how clients are spread across Healthy, Watch and At risk; and the three lowest scores under 80, with what is pulling each one down.
2. Health by company — every client, lowest first, grouped by band: the score on the last day of the period and its change since the last day of the comparison period, the last 30 days as a small line, one cell per health factor (good, watch, weak, no data, or not counted for that client), and the factor pulling it down most.
3. Movers, goals and tickets — the biggest gains and drops and why, open tickets by client, lifecycle goals met, and satisfaction by client.

Scores come from the nightly health snapshots, so the report shows each client as it was on the last day of the period, not as it is today. A move marked with * happened while that client's health rules changed. Each part is there only when its widget is on the dashboard and the report's owner can see it — switch off Tickets and the ticket parts go. Any other widget on the dashboard follows as an ordinary section, and switching off client health scoring turns the report back into an ordinary one.

A review for one client#

For one company's health, service and billing in a document you can send them, open the company and choose ⋯ → Client health review. See Client health review.

Your colour#

Reports use one accent colour — on the cover, the section numbers, the first series of each chart and the button in the email. Change it under System → Organization → Logos → Report accent colour (AspirePro sky by default). A colour too light for white text is darkened until it reads; status colours (good, watch, bad) never change.

Sending outside your organization#

A report is rendered with its owner's access, so anyone who receives it sees what the owner can see. That includes private meetings: a report lists only the private meetings its owner can see (the owner's own), never anyone else's. Because of that, adding an email address that isn't a person in your organization needs the Email reports outside the organization permission (System → Roles & permissions). Admins and Managers have it by default; Users and Viewers don't. Addresses already on a report keep receiving it.

People outside the organization each get their own copy of the email — the same headline numbers and the attached file, but no link into AspirePro at all (they can't sign in), and without the other recipients' addresses — with a Stop getting this report link at the bottom. The form warns you as soon as an outside address is on the report: they'll see what the report's owner can see. Their mail app may also offer its own Unsubscribe button. Unsubscribing takes the address off that one report; it's recorded in the audit log, and the report's edit form shows Unsubscribed on and the date. If you add the address again, it starts receiving the report again.

Running on demand#

• Run now makes the report and sends it through the same delivery path as the schedule. Reports are made one at a time, so it usually arrives within a minute or two; the run shows under Runs as soon as you ask, then whether it was delivered.
• Export PDF (on the report's page and in its ⋯ menu) and Export to Excel (in its ⋯ menu) make a file for you only — see The report page above.

Run history and how long files are kept#

Each report keeps a history of its runs — open Runs from the report's ⋯ menu or the "N runs" link on the Reports page. Each run shows when it ran, what started it (the schedule, Run now, an export, Prox), the period it covered, and whether it was delivered (or why it failed). Delivered runs are downloadable. Exports are listed too, but they don't count as the report being sent.

Report files are kept for 13 months, then deleted overnight. The run stays in the history, marked Expired, so you can still see when it went out and to whom. Admins can change how long files are kept with Change how long at the bottom of the Reports page (from 1 month to 10 years).

Who can change a report#

These people can edit, pause, run, email and delete a report:

• its owner (whoever created it),
• anyone who can edit the dashboard it's built on,
• and admins.

The same rule applies when you ask Prox, or an AI tool connected through MCP, to run or send a report. Anyone who can see the dashboard can see that the report exists, but can't run it.

When a dashboard is deleted#

Deleting a dashboard pauses its reports and revokes its share links. The reports stay on the Reports page marked Dashboard deleted, so the owner can delete them — or edit them and pick another dashboard, then switch them back on.

Reports are how Insights reaches people who don't live in dashboards — leadership, clients, stakeholders. Build the dashboard once, schedule it as a report, and the right people get the numbers on the right day without lifting a finger.