Scheduled client reports

What it is

A scheduled client report is the AI visibility report PDF, the same one you download from the Reports page (see Your AI visibility report (PDF)), emailed to a client on a fixed day and hour, every week or every month, per website. Agencies use it so every client hears from them on a predictable cadence without anyone exporting anything by hand.

It is on Agency and Enterprise (the scheduled_client_reports capability). The card is under Integrations → Scheduled client reports.

Setting up a schedule

1. Open Integrations and scroll to Scheduled client reports. Pick the website in the header, then click New schedule.
2. Fill in the dialog:
   • Website — the client's website.
   • Cadence — Weekly or Monthly.
   • Day of week (Monday to Sunday) for weekly, or Day of month (1 to 28) for monthly. The 29th to 31st are not offered so a report never silently skips February.
   • Time (UTC) — the hour the report is sent. Your own local time is shown beside it so you do not have to convert.
   • Recipients — up to 10 email addresses; press Enter or a comma after each. Addresses are lowercased and de-duplicated. An address that has unsubscribed from AEOTrack email cannot be added — the dialog tells you which one.
   • Subject prefix (optional) — up to 80 characters, for example [Acme]. Without one, the brand name is used.
   • Use your branding — sends the report under your white-label logo, colours and agency name instead of AEOTrack's. It applies only when the plan carries white-label reports and branding is set up under Settings → Company → White-label branding; see Share links and white-label reports.
3. Click save. The schedule appears in the list with its next send time in your timezone.

Each website can have up to 5 schedules (for example a weekly one to the marketing lead and a monthly one to the client's leadership).

What the client receives

An email with the AI visibility report PDF attached and three lines in the body: the current AI visibility score, the change since the last report, and the top open fix from the improvement plan. The subject is "{prefix or brand}: AI visibility report, {Month YYYY}". The PDF is rendered at send time from the same data and the same renderer as the download, so a scheduled report can never disagree with one you export by hand.

Recipients are your clients, not AEOTrack customers, so every email carries a one-click unsubscribe. An address that unsubscribes is skipped on later sends.

Managing schedules

Each schedule in the list has:

• Active / Paused toggle — pause over a holiday without deleting the schedule.
• Send now — renders and sends the report immediately to the schedule's recipients, useful right after a big change or for a first look. Limited to 5 sends an hour per user.
• Edit — any field, including recipients and the send time.
• Delete — removes the schedule. Deleting still works after a downgrade so nothing is left behind.

The list shows last sent and next send in your timezone. A report is sent within the hour of its slot; if the send fails (for example every recipient has unsubscribed), the slot is skipped and the next one is tried.

Tips

• Pin the client's most important questions, so the daily set and the report's "what changed" section speak to the same thing.
• Combine a monthly report with a client share link in the email signature, so a client who wants to click through to the actual answers can.
• For a spreadsheet or Looker Studio version of the same numbers, use the Google Sheets feeds.

If the plan lapses

Schedules are kept but not sent while the plan does not carry the capability; they resume on their next slot once it does. Nothing is deleted.