Scheduled sends

Open the client, choose Reports sent from the menu and select Start schedule. It shows only while the client has no schedule. The form has these parts.

• Name. Reports sent shows it, and the client reads it in each email.
• Cadence. Quarterly to start. Section 2 lists the choices.
• First run. The date of the first send, today's date to start.
• Documents. What this client's records can produce, as on Send report. Portfolio position starts ticked.
• Recipients and access. The client's Email and Other contacts, and the access period, 1 to 30 days, 14 to start. Each run sends every recipient a new link of their own, and it stops working after that many days.
• Message to the client, optional, up to 2,000 characters. It goes in every email.

Select Start schedule. Reports sent then has a Scheduled sends table with the schedule's row.

Brightwater family's schedule is named Review report, Quarterly, first run 4 Oct 2026, with Portfolio position and Current cashflow, to the client's email for 14 days. Its first run sent on 4 Oct 2026. Reports sent lists that report with Sent by Review report, Sent 4 Oct 2026 and Access ends 18 Oct 2026.

The quarterly position an adviser sends follows one schedule to what the client receives.

The first run is on the First run date. Each later run follows the cadence from that date. Run days follow Sydney time. For a first run on 4 Oct 2026, the second run falls on these dates.

Each financial year, after 30 June, runs on 1 July each year. Its first run is the first 1 July on or after the First run date. A First run of 4 Oct 2026 first runs on 1 July 2027.

Where the day does not exist in a month, the run is on that month's last day. A monthly schedule from 31 Oct 2026 runs on 30 Nov 2026, then 31 Dec 2026.

A First run date in the past sends once, for the latest date it missed, not once for every date. A quarterly schedule started on 13 Oct 2026 with a First run of 4 July 2026 sends once for 4 Oct 2026, then on 4 Jan 2027.

Next run, on the schedule's row in Reports sent, gives the date it is due. Brightwater family's reads 4 Jan 2027.

• A document that needs a record the client does not have is left out. The others go, and the sent report lists the missing one as Not sent, with the record it needs.
• If no document can be produced, the run reads Not sent. Nothing goes, and the schedule keeps its cadence. Record what is missing and the next run uses it.
• A recipient no longer saved on the client is left out. The schedule's row in Reports sent names them, such as name@example.com is no longer saved on this client. With no recipient left, the run reads Failed.
• A run that Failed is tried again.

The schedule's name in Reports sent opens Edit schedule. Under the form, Run history lists every run, newest first.

Brightwater family's history has one row: Scheduled for 4 Oct 2026, Sent, Open sent report.

After a Not sent run, Missing records by run gives the run's date and each document left out, with a link to record what it needs. A schedule that has not run yet reads No scheduled runs yet.

The schedule's row in Reports sent reads Schedule, Documents, Next run, Last run, State and Action. Brightwater family's reads Review report, Quarterly, Portfolio position and Current cashflow, 4 Jan 2027, 4 Oct 2026 · Sent, Active, with Pause.

• Pause acts at once. The State reads Paused, and Next run reads Not scheduled. Resume, in the same place, starts it again. A paused schedule keeps its cadence. Resumed, it sends once for the dates it missed, then carries on.
• While the subscription is not current, the State reads Paused until the subscription is current, with Review billing. The schedule resumes by itself once it is.
• Edit schedule folds Documents, Recipients and access, and Message to the client, each with what is chosen now, such as 14 days. Open one to change it. Save schedule applies the changes from the next run.
• Delete schedule asks Delete Review report? Nothing further is sent on its cadence. The reports it has already sent stay in Reports sent.

• A client with no email reads This client has no contact email, with Edit client.
• A client with nothing recorded yet reads No documents to schedule yet, with Open setup.
• A form left incomplete says which part and why, such as Name this schedule so you recognise it in the list, Choose a valid first run date or Choose at least one recipient.
• A Name over 120 characters reads Enter a schedule name of up to 120 characters.
• If the client's contacts changed while the form was open, it reads The saved contacts changed. Review the recipients, then try again.