Overview
Department leads can receive a regular activity summary for the Locations they manage. Create separate Summary Report rules when departments need different scopes or recipients.
At a glance |
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Who can do this | Super Users or Notification Rules › Create |
Where | Notification Rules › Create › Summary Report |
Works on | Backend (web), email |
Availability | All organizations |
💡 Why this matters: A department-specific digest is easier to act on than a single email containing every site’s activity.
Before you start
Agree the Locations, recipients and reporting period for each department. The digest contains counts, not individual inspection reports. Read Summary Report behaviour before choosing a cadence.
Walkthrough
1. Name the department rule
Choose Summary Report when creating a Notification Rule. Give it a department-specific Name and, optionally, Subject, such as Aquatics weekly summary.
2. Set the reporting cadence
Choose Select Time Zone and Frequency. For Weekly, choose the Weekday. The time zone cannot be changed after creation. There is no send-time field in this rule, so do not design it around a guaranteed minute of delivery.
3. Choose scope and recipients
Select the department’s Locations or Location Groups and its recipient Users or User Groups. Each recipient needs access to at least one targeted Location to receive the digest. Use Limit to these checklists only when intended; that limits the Checklist counts, not the Assignment counts for those Locations.
4. Save and check the first digest
Choose whether Skip when empty should suppress inactive periods, then save. Check the first generated email’s scope, period and recipients. Repeat with a separate rule for another department, avoiding overlapping rules that send duplicate summaries.
Check the outcome
Each department has a clearly scoped rule and a reviewed first digest. Late device uploads can change the current Backend view after the email’s counts were generated.
Best practices
Keep Location Group membership aligned with department ownership.
Name rules so overlapping coverage is easy to spot.
Check recipient access to the Backend records behind the email links.
Frequently asked questions
Must recipients be assigned to the Checklists?
No. Recipients are chosen on the rule, but each must have access to at least one targeted Location. Their access also governs the records opened from the email.
Why did the digest not arrive during a quiet period?
Check Skip when empty. When enabled, no activity in the reporting period suppresses the summary.
Does the Checklist filter also restrict Assignments?
No. It restricts Checklist counts. Assignment counts follow the selected Location scope.