Motimate’s new Advanced Report Distribution feature makes sharing data and monitoring user groups easier for Organization Admins. Instead of generating an Excel report and manually forwarding it, you can now distribute report results to multiple stakeholders directly from the Motimate interface—either as a one-time send or on an automated, recurring schedule 📨
This feature eliminates the administrative bottleneck of manually pulling reports for other team members, allowing you to streamline your workflow and keep everyone aligned.
Key Overview
Role Access:
This feature is exclusively available to Organization Admins.
Template Ownership:
Templates remain personal to the Organization Admin who created them. Selected recipients will receive the generated Excel report via email, but they do not gain access to your personal template library or the ability to view, edit, or re-run your templates.
Data Access & Responsibility:
It is your responsibility to ensure that selected recipients are permitted to see the report data. The system does not automatically filter or redact data based on the recipient’s individual data permissions.
Recipient Cap:
You can select a maximum of 30 recipients per report distribution.
How to Share a Report (One-Time Generation)
To share an Excel report immediately with other admins, follow these steps:
Navigate to Insights > Reports in the main menu.
Select a completed, ready-to-generate template from your template library.
Next to the standard Generate button, click the new Send to button.
A recipient selection modal will appear, divided into two distinct sections to help you find the right stakeholders:
Admins managing selected groups:
This lists Group Admins and Group Super Admins who directly manage the specific groups included in your report template.
Other admins with report access:
This lists all other administrators in your organization who have general access to the Reports feature.
Search and select the checkboxes for the recipients you want to include.
💡 Note: Your own name is pre-selected as the template owner and cannot be unchecked. You will always receive a copy of the report.
Click Generate and Send.
The system will validate your list, generate the report, and email it to all chosen recipients ✨
How to Schedule Automated Recurring Reports
If you need to distribute a report regularly (e.g., weekly or monthly), you can build an automated distribution schedule:
Go to Insights > Reports and select your ready-to-generate template.
Click the Send to button to open the recipient selection modal.
Select your desired recipients (up to 30 total).
Instead of choosing "Generate and Send," select the Schedule option.
Configure your automated intervals using the standard scheduling options:
Weekly (e.g., Monday every week)
Monthly (1st working day of the month)
Quarterly
Save your schedule.
The system will now automatically run and deliver the reports at these intervals without any further manual action.
Managing Existing Schedules
As the template owner, you can view, edit, or cancel the recurring schedule and adjust the recipient list at any time by opening the template configuration.
Automated Recipient Clean-Up (Revalidation)
To ensure privacy and data security, Motimate automatically cleans up your recipient lists behind the scenes:
When editing a schedule:
If a previously selected recipient has been deactivated or lost their reporting privileges, the system silently filters them out before loading the page.
Right before sending:
If an admin leaves the company or changes roles between scheduled report intervals, the system checks their eligibility one last time right before delivery. If they are no longer authorized, the report will not be sent to them.
Email Delivery & Error Handling
When utilizing Advanced Report Distribution, you and your recipients will experience the following communication workflow:
📥 When a Report is Successfully Generated
Template Owner (You):
You will receive an email stating:
“You shared the report[Template Name]. Generated on [Date] UTC. The download link is valid for 48 hours.”
Recipients:
They will receive an email stating:
“[Your Name/Email]shared the report[Template Name]with you. Generated on [Date] UTC. The download link is valid for 48 hours.”
⚠️ When a Report Fails to Generate
If a report fails (for example, if a group, position, or user included in the template configuration has been modified or deleted in the system), only you (the template owner) will receive a notification. Recipients will not be notified of failures.
Failure Email Text:
“We couldn't generate[Template Name]. The template is no longer valid. Some of its groups, positions, or users may no longer be accessible. Open it in Reports to fix it and try again.”
What to do:
Simply return to your Insights > Reports dashboard, open the template to identify what configurations need updating, and save your changes.