Email your managers a forecast of upcoming bookings

1. Open the email report page

In the Booking module, the page sits under Settings in the list down the left — but it is not one of the pinned entries, so you have to choose Show all before Email report appears. That single step is where most people give up looking.

A subscription is a standing instruction: this report, this often, to these people, about these rooms. You can have as many as you like — a daily one for the facilities team and a weekly one for a department head are two separate subscriptions, not one compromise.

2. Add a subscription

Choose Add. Report type is already set to Upcoming booking forecast — it is the only report the booking module publishes, so leave it alone.

Leave Enabled on. Turning it off keeps the subscription but stops it sending, which is how you pause a report without losing who it went to.

3. Choose how often it arrives

Send time is honoured to the hour. Minutes are ignored, so 09:30 and 09:00 both send during the 9 o’clock hour. The hour is read in the system time zone, not the reader’s, so a manager abroad receives it at their local equivalent of your working morning rather than theirs.

Day of month stops at 28 deliberately — 29, 30 and 31 do not exist in every month, and a report scheduled for a day that never comes never arrives.

4. Choose who receives it

Two modes, under Recipients:

• All booking managers — everyone holding Booking manager or Global administrator, resolved fresh at the moment each report is sent. People joining or leaving that role are picked up without anyone editing the subscription. This is the right choice for a standing operational report.
• Specify recipients — name individual people, user groups, or both. From 4.5.9 a user group is expanded to its members when the report is sent, so a group stays current as people join and leave it.

Either way, recipients are filtered to people who hold Booking manager or Global administrator. Naming someone without those rights, directly or through a group, does not add them — a subscription is a convenient way to address managers, never a way to grant sight of bookings to somebody who cannot otherwise see them.

5. Choose what it counts

Leave All bookable resources on and the report covers everything. Turn it off to pick specific rooms and desks — the way to give a department head a report about their own floor rather than the whole estate.

Then choose Save.

6. Send one now to check

Select the subscription, and choose Send now in the panel on the right. The report goes out immediately, to its real recipients — this is a live send, not a preview, so expect the people you named to receive it.

What arrives

The email leads with the day it covers, then three counts and the people behind them:

• Total bookings — meetings starting in the window
• Total attendees — everyone invited across those bookings
• Total resources — how many distinct rooms and desks are involved
• Organizers — how many different people did the booking

View details opens the admin booking calendar already filtered to the same window, and the full list rides along as a spreadsheet named bookings-<date>.xlsx.

Two things about that file surprise people. It is named after the day the report covers, not the day it was sent — a report sent on the 4th is called bookings-2026-08-05.xlsx. And the counts deliberately leave out cancelled bookings, preparation time and sub-resources, so they are usually lower than a raw count of rows in the calendar.

The report also inherits your email branding — logo, colours and footer — from the same settings every other Offision email uses.

If the report does not arrive

Work through these in order:

1. The recipients are not booking managers. The commonest cause by far. Everyone named, directly or through a group, must hold Booking manager or Global administrator; anyone else is dropped silently. If nobody on the subscription qualifies, nothing is sent at all.
2. The subscription is disabled. Check Enabled in the row.
3. The schedule can never come round. A weekly subscription with no day of week, or one whose hour has not occurred since you saved it, has simply not fired yet. Send now distinguishes the two: if that arrives and the scheduled send never does, the schedule is the problem, not the recipients.
4. Email sending is not set up. If no Offision email reaches anyone, the problem is the sender rather than this report.

An empty report is not a failure. When nothing is booked in the window the report still arrives, showing zeroes and carrying an empty spreadsheet — that is the schedule working, and it is how you tell “nothing booked tomorrow” apart from “the report stopped coming”.