How to Set up Email Reports

Staying up-to-date with your business is easier than ever: Set up daily, weekly, or monthly email reports which include only the KPIs that are relevant for you. You can set multiple reports with different stakeholders for each one, so let's see how!

How to Set up an Email Report

Under Email Reports on the left bar, you'll find an overview of all email reports already created. To set up a new email report, click + New Email Report:

1. Configuration

1. Report Title: Give your report a name under which it will appear in your inbox.
2. Recipients: List the email addresses of everyone who should receive the report. Different addresses can be separated by pressing Enter.
3. Frequency: Choose if you want to receive the email every day, once a week, or once a month.
4. Start Date: Select the date from which you want to start receiving the report regularly.
5. Time: Define the time at which you want to receive the email report.
   Your time zone is determined by your store settings. Please note that your data is imported from Shopify to RetentionX each day at 12 am. If your data has not been imported completely at the set sending time, the email report will not be sent until it has been. 
6. Segment: Specify if all customers or only a customer segment should be considered for the email report.
7. Number of Data Points: Determine how many data points should be presented to you, depending on the frequency chosen before. This allows you to compare your KPIs with the previous time period. For example, if you choose a daily frequency with 5 data sets, then it will show the KPIs from the last five days.
8. Previous Year Comparison: Decide if you want to include a comparison of the selected KPIs with the previous year's numbers.
9. Run Rate: Choose to consider the run rate for your KPIs – if available.
   • • For daily and weekly reports, the run rate is given for the last incomplete month
     • For monthly reports, the run rate is given for the last incomplete year

2. Email Layout

Now it's time to define which KPIs to include:

1. Select the KPI that will be included in the report from the dropdown list.
   
   
   
   
2. Click the Add a new KPI button to add further KPIs.
3. Once you have made all your settings, click on Create Email Report to save your configurations. 

How to Change an Email Report

You can make the following changes to your existing email reports:

Send Now: Send the email report now, regardless of the scheduled time you have set. Deactivate: Deactivate the sending of an email report. Your settings will not be lost and the report can be reactivated at any time. Delete: Delete an email report if no longer needed. Please note that all data shown in a report is retained even when you delete a report. The data will not be lost.

To modify your configurations, you can click on the name of the email report and make any necessary changes.

Use Cases

A problem that we all deal with constantly is an overdose of emails in our inboxes. So, how can we make sure that the right information gets to the right stakeholders?

For example, we can think of a multi-national company with several country and city managers. Will it be relevant for the US Country Manager to see all the KPIs from all the different countries? Probably not. Let's see how we can narrow it down for you:

1. Create a segment with all the customers from the relevant location:
   
   
   
   
2. While setting up the email report, choose the segment created and in Recipients, only mention the relevant stakeholders (e.g. Country Manager of United States).
   
   

Not using RetentionX yet?