Documentation/Using the platform

Scheduled emails

Email reports and dashboards once or on a schedule, to people, to email groups built from your property table, or straight into a data feed.

All documentation pages
On this page
  1. Emailing a report
  2. Emailing a dashboard
  3. Scheduling
  4. Email groups
  5. Sending to a data feed
  6. Goal alerts

Reports and dashboards can be emailed once, or on a schedule so the right people get the right numbers without anyone remembering to send them.

Receiving emails

As a Viewer you can receive scheduled emails. To be added to one, ask an Editor or Administrator on your team.

Emailing a report

Send a report

  1. Open the report from Reports.
  2. Select the paper plane icon (Email report).
  3. Under Add emails, enter one or more addresses, or the name of an email group.
  4. Choose the format: Excel, PDF, both, or CSV.
  5. Choose whether to send one email per property or a single aggregated email.
  6. Select Send to send now, or continue to schedule it.

Emailing a dashboard

Open the dashboard and select the paper plane icon. The steps match emailing a report: add recipients, choose one email per property if you want it, then send or schedule.

Scheduling recurring emails

Set a schedule

  1. In the email modal, select Schedule recurring emails.
  2. Choose daily, weekly or monthly.
  3. For weekly, pick the day. For monthly, pick the start, middle or end of the month.
  4. Optionally skip weekends or restrict delivery to weekdays.
  5. Select Schedule.
One schedule per delivery time

A schedule sends at one time. To receive a report on two days a week, or twice a month, create a schedule for each.

Pausing or deleting a schedule

  1. Select the paper plane icon on the report or dashboard.
  2. Select Scheduled to open the list of its schedules.
  3. Select Pause to stop a schedule without losing it, or Delete and confirm to remove it.

Email groups

An email group sends each person the report for their properties only — every regional manager gets their own region, from a single schedule.

Create an email group

  1. An Administrator opens Setup → Manage properties.
  2. In a contact column such as Regional Manager, enter the right email address against each property.
  3. The column's name becomes the email group's name.
  4. When emailing a report, type the group's name under Add emails. Each person receives the report filtered to the properties they are listed against.
Needs an Administrator

Email groups are built from the property table, which only Administrators can edit. Ask yours to add the contact column.

Sending to a data feed

Instead of a person, a report can be delivered to an integration — an S3 bucket, an FTP server, or another data feed your team has set up. Use a CSV format and a fixed file name so the receiving system can find it.

Goal alerts

Emails can also fire when a property meets or misses a goal. See Budgets, goals & alerts.

Need help? Ask Merlin from Help inside the app, email support@revolutionre.com, or use Help → Submit a request.

Contact support

Step-by-step guides

Each guide below walks through one task on screen, one step at a time. Select a step in the guide to move through it, or use the arrows. The questions under each guide answer what people most often ask about that task.

Build emails

Using the platform / Scheduled emails / Build emails

Create an HTML email sheet and use tokens

Write a formatted email body with live numbers, using an HTML sheet and tokens.

Common questions

How do I write an email body with live numbers?

Add a Body text (HTML) sheet and write your text with tokens in double braces, such as {{ allUnits }}.

How do I find token names?

Start typing inside the double braces and the platform suggests matching data points. A live preview shows the result as you type.

Can I use it on a dashboard too?

Yes, as an HTML report card.

Why is my token showing an error?

A token shows an error until it's complete and valid.

Example use cases

  • An asset manager sends a weekly note that opens with the portfolio's occupancy.
  • A regional manager writes a cover note that changes with each week's numbers.

Next: Create a scorecard email · Create an email group · Add an HTML report to a dashboard

Using the platform / Scheduled emails / Build emails

Create a scorecard email

Copy the ready-designed Scorecard email and schedule it to your team.

Common questions

What is the Scorecard email?

The Scorecard Weekly Email in the Library: a ready-designed HTML email showing the top and bottom performers across up to ten properties for occupancy, absorption, availability forecast, turnover, average days vacant and average days not ready.

How do I send it to my team?

Copy it, adjust the name, categories and access restriction, and schedule it.

How many properties can it cover?

It's designed for up to ten.

Example use cases

  • A regional manager emails a weekly scorecard to property managers.
  • An asset manager sees the best and worst performers each Monday.

Next: Create an HTML email sheet and use tokens · Create an email group · Schedule recurring emails

Recipients

Using the platform / Scheduled emails / Recipients

Create an email group

Send each person the report for their own properties, from a single schedule.

Heads-up: Email scheduling now also offers daily schedules and data feeds, so the dialog may look different.

Common questions

What is an email group?

A way to send each person the report for their properties only. Every regional manager gets their own region from one schedule.

How do I create one?

An Administrator adds a contact column, such as Regional Manager, in Setup → Manage properties and enters an email address against each property. The column's name becomes the group's name.

How do I send to a group?

When you email a report, type the group's name under Add emails.

Can Viewers receive group emails?

Yes. Viewers can receive scheduled emails.

Example use cases

  • Each regional manager receives the weekly report for their region only.
  • Property managers each get their own property's delinquency report.

Next: Add a property attribute · Create a scorecard email · Schedule recurring emails