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A report schedule is a weekly, recurring version of a PDF report: you pick a delivery day, a lookback window, and recipients, and Promptwatch generates and emails the report automatically. Schedules exist because most reporting is recurring: if you send a client the same dashboard PDF every Monday, the schedule should do it, not you.

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How to create a schedule

Schedules are created from the same export modal as instant reports:
  1. Open your project dashboard, or a monitor page for a monitor report.
  2. Click Export.
  3. Switch to the Scheduled report tab.
  4. Configure the schedule and click Create schedule.

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Schedule options

  • Deliver every: the day of the week the report goes out, Monday through Sunday.
  • Covering: the lookback window, the last 7, 14, or 30 days. The report always covers the window ending on the delivery day, so every edition is fresh rather than a fixed date range going stale.
  • Recipients: which team members receive the email. You can only add organization owners and members who have access to the project; viewers can see the data in the app but can’t receive scheduled emails.
  • Filters: the same model, prompt type, topic, and tag filters as instant reports carry over to every delivery, so a schedule can be as narrow as “ChatGPT only, organic prompts, last 7 days”. Monitor reports can also filter by intent type, for example commercial.
Promptwatch Export modal on the Scheduled report tab, showing the Recipients field and a live report preview. Reports are delivered by email in the early morning (06:00 UTC) on your chosen day, with the PDF attached. Each generated report also appears on the Reports page under PDF Reports, so there’s always a downloadable copy in the app.

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Managing your schedules

Go to Reports and open the Scheduled Reports tab. Each row shows the schedule type, cadence, filters, recipients, and the next run date. Deleting a schedule stops future deliveries; reports it already produced stay available. Promptwatch Scheduled Reports table with Type, Schedule, Recipients, and Next run columns for two dashboard report schedules. Two access rules to know:
  • Viewers can’t schedule: creating and managing schedules requires a member or owner role, since schedules push data out of the app.
  • Plan limits: the number of active schedules per organization depends on your plan. At the limit, creating another fails with a “schedule limit reached” message; delete an unused schedule to free a slot. If your plan doesn’t include custom reports at all, creating a schedule opens the upgrade prompt instead.

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How sharing works

Sharing in Promptwatch is file-based: there are no public share links for reports. To share outside your team, download the PDF and send it, or add the stakeholder to your organization and put them on a schedule. Two options cover the common cases:
  • One-off sharing: create an instant report and check “Email me the PDF report once generated”, then forward it. See Creating a PDF report.
  • Recurring sharing: add the person as a recipient on a schedule, so they get every edition without you in the loop. See Team and roles for inviting people with the right access level.
For raw data instead of a formatted PDF, use CSV exports: see Can we export responses?. After you create your first schedule, check the Next run column to confirm the timing, and expect the first email on your chosen delivery day.