Motimate’s new Advanced Report Distribution feature makes sharing data and monitoring user groups easier for Organization Admins, Group Admins, and Group Super 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 available to Organization Admins, Group Admins, and Group Super Admins.
- Template Ownership:
Templates remain personal to admins 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 (excluding the sender)
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.
- Find a completed, ready-to-generate template from your template library.
- Click the Generate now button.
- A recipient selection modal will appear to help you find the right stakeholders:
- If your organization doesn’t use suborganizations:
Senders can find all Organization Admins, Group Admins, and Group Super Admins within their organization.
- If your organization uses suborganizations:
- Senders who are Organization Admins can find all Organization Admins, Group Admins, and Group Super Admins across their entire organization (from all suborganizations).
- Senders who are Group Admins or Group Super Admins can find all Organization Admins, Group Admins, and Group Super Admins in all suborganizations where they administrate any group within the branch.
- If your organization doesn’t use suborganizations:
- Search and select 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 now.
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., monthly), you can build an automated distribution schedule:
- Go to Insights > Reports and find your ready-to-generate template.
- Click the calendar button.
- Select your desired recipients (up to 30).
- Choose the date and time for your first send-out (only future dates and full-hour times are allowed).
- Configure your automated intervals using the predefined scheduling options:
- Don’t repeat (the schedule will be removed after the first attempt)
- Monthly (1st day of the month at the hour configured for the first send-out)
- Quarterly (1st day of the quarter at the hour configured for the first send-out)
- 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, or cancel the recurring schedule and adjust the recipient list at any time by clicking the calendar icon.
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.
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.”