How to Create an Email Report

Email Reports are automated email notifications that help dealerships improve their marketing, reporting, and inventory management. These reports can be configured to notify specific departments or dealership locations about key activities and data trends—without any manual effort.

Before You Begin

The CMS/Dashboard has two levels:

• Dealer Level – where Email Reports are created and managed

• Website Level – for website-specific content and settings

Email Reports must be created at the Dealer Level.

Step 1: Navigate to Email Reports

1. Ensure you are on the Dealer Level.

2. In the left sidebar, go to Settings.

3. Under Communications, click Email Reports.

4. On the top-right corner, click + Email Report to create a new report.

   

Step 2: Fill Out the Email Report Form

A form will appear with several fields. Below is an explanation of each field and how to use it.

1. Users

• Select the users who should receive this email report.

• Suggestions may appear, but in most cases you’ll need to search by name or email.

• If the user doesn't appear:

  • Ensure they are added as a CMS user (refer to Team Dashboard: A Quick Guide)

  • OR manually enter their email in the Emails field (not recommended—manual emails do not sync with user updates)

2. Emails (Not recommended)

• Allows you to manually type email addresses.

• Only use this if a user cannot be added through the Users field.

3. Report Type

• Select the type of report/notification you want to send.

• Only one report type can be selected per Email Report.

• If you need multiple types, create separate entries.

4. Frequency

Choose how often the report is sent:

• Daily

• Weekly — sent every Monday

• Monthly — sent on the first day of each month

5. Send Hour

• Set the hour the report will be delivered.

• Default is 8 AM AEST.

6. Send Minute

• Set the minute the report will be delivered (e.g., 00, 15, 30, 45).

7. Custom Report (Ignore)

• This feature is currently under development.

• You may leave it untouched.

8. Reporting Period

• Defines the data range included in the email report.

• For example: Daily, Weekly, Monthly.

Tip: You can create multiple separate reports for different departments, teams, notification types, or locations. If a staff member belongs to multiple reports, they will receive one email per report, each containing its specific data.

Step 3: Save the Email Report

Once all required fields are filled out:

• Click Save.

After saving:

• The Email Report will appear in the list/table.

• Additional fields will now become available. (follow Step 4)

Step 4: Configure Location and Lead Category

1. Click Edit on the report you just created.

2. Two additional fields will now be visible:

1. Location

• Choose the dealership location the report should pull data from.

• The data in the email will be based on this selected location.

2. Lead Category

• Filter which types of leads should be included in the report.

• For example:

  • New Vehicle Enquiry

  • Service Enquiry

  • Used Vehicle Enquiry

  • Test Drive Booking

  • Parts Enquiry

After choosing the location and lead categories, click Update Notification.

Step 5: Test Your Email Report

Below the Edit button, you will find two useful test options:

• Send Now — sends the report immediately to all recipients

• Send Now to Self — sends the report only to you

These options allow you to verify the email format and ensure the data is correct.

That’s It!

Your automated Email Report is now set up. Once active, it will be delivered on the schedule you configured and will help your dealership stay informed with timely marketing, reporting, and lead insights.

Happy emailing!