Email your managers a summary of past bookings

The booking module publishes two reports from one page. Booking record summary looks back — the bookings of the past week, fortnight or month, who booked the most, which rooms were busiest, and how many bookings were never checked in. Upcoming booking forecast looks ahead at the bookings already on the calendar. Both arrive on a schedule you set, with a one-page PDF and a spreadsheet attached.

1. Open the email report page

In the Booking module, the page sits under Settings in the list down the left — if Email report is not among the pinned entries, choose Show more first.

A subscription is a standing instruction: this report, this often, to these people, about these rooms and desks. A weekly summary for the facilities lead and a daily forecast for the front desk are two subscriptions, not one compromise.

2. Add a subscription

Choose Add. The dialog opens on Report, where the two reports sit as cards side by side: Booking record summary, the period just gone, for the figures a manager reads after the fact, and Upcoming booking forecast, the days ahead, for the desk that needs to know what is coming. A new subscription starts on the summary.

Everything else is on the rail down the left — Schedule, Recipients and Scope — under a pill reading Active. Choosing that pill pauses the report: it keeps every setting and every recipient and sends nothing until you turn it back on, which is how you stop a report for a month without losing who it went to.

3. Choose how often it arrives

The frequency sits on the selected card, as a pill under its name. It decides both when the email arrives and how much it covers, and the two reports read it differently. A summary ends at midnight at the start of the day it is sent, so it never includes a half-finished day.

Booking record summary

Daily is not offered for the summary. Sent on the 1st, a monthly summary covers the previous calendar month exactly.

The forecast reads its frequency differently — it also offers Daily, and only Weekly and Every two weeks widen the window it covers. Its own article has the table.

Changing the day of week later re-anchors from the creation date with the new weekday, so read the list of sends again after editing. Send now never shifts the cadence. Weekly and Every two weeks refuse to save without a day of week.

The rest of the timing is on Schedule, and the four sends listed there are the check on all of it — each row names when the report goes out and the period it covers.

Send time is honoured to the hour, in the system time zone — minutes are ignored, so 09:30 and 09:00 both send during the 9 o’clock hour. If the server is down for that whole hour, the occurrence is skipped rather than sent late. Day of month stops at 28 because 29, 30 and 31 do not exist in every month.

4. Choose who receives it

Recipients, on the rail, offers two modes:

• All booking managers — everyone holding Booking manager or Global administrator, resolved fresh at the moment each report is sent, so people joining or leaving that role are picked up without anyone editing the subscription.
• Specify recipients — name individual people, user groups, or both. A user group is expanded to its members when the report is sent.

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 addresses managers, it never grants sight of bookings to somebody who cannot otherwise see them.

5. Choose which resources it counts

On Scope, leave All bookable resources on and the report covers every room and desk. Turn it off to pick specific resources — a department head’s report about their own floor rather than the whole estate.

6. Read the mail before you save

Go back to Report. Under the two cards the dialog builds the email this subscription would actually send — real figures, both attachments, and Goes to N recipients naming the list that survives the manager filter — and rebuilds it whenever you change a setting.

No one would receive this report there is the first cause in the list at the foot of this page, caught before the first send rather than after it. Finish the schedule to see the mail this report sends means the schedule is still incomplete — a weekly report with no day of week, say.

Then choose Save.

7. 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 — a live send, not a preview. It confirms the report was requested, not that it was delivered, so check a recipient’s inbox.

What arrives

The email leads with the period it covers, then a headline count of bookings, with the change against the comparable period — the previous 7, 14 or 30-odd days. Then:

• Bookings per day, with the busiest day picked out
• Attendees, Organizers and Resources — how many in total, and how many distinct people and rooms
• A status bar — Checked in against No-show
• Top organizers — the people who booked the most
• Attached — the two files that ride along

The forecast is the same layout looking the other way, and its own article describes it.

View bookings opens the admin booking calendar with the same period already selected.

Every report carries a one-page PDF of the summary above — which adds the busiest resources and a full outcome breakdown — and a spreadsheet listing every booking in the period: booking-summary-<start>_<end>.pdf and booking-records-<start>_<end>.xlsx.

The dates are yyyy-MM-dd and name the days covered, not the day the report was sent — a weekly summary sent on 8 September is called booking-summary-2026-09-01_2026-09-07.pdf.

The report inherits your email branding — logo, colours and footer — from the same settings every other Offision email uses. To change the wording, pick the template type Booking record summary in the email template editor; keyword overrides set there apply.

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, and if nobody qualifies nothing is sent at all.
2. The subscription is paused. The list shows its status as Disabled. Open it and choose the Paused pill on the rail to start it again.
3. The schedule has not come round. A subscription whose hour has not passed since you saved it, or an every-two-weeks one whose Next send is still a week away, has not fired yet. If Send now 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 was booked in the period the report still arrives, showing zeroes and carrying an empty spreadsheet — that is how you tell “nobody booked last week” apart from “the report stopped coming”.