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            Understanding Scheduled Jobs and Automated Reports

            Modified on Thu, 4 Dec at 11:35 AM

            Understanding Scheduled Jobs and Automated Reports

            This guide covers understanding scheduled jobs and automated reports.

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            Scheduled Jobs allow you to automate recurring tasks at specific times and days, such as receiving dashboard metric reports via email or SMS, or getting alerts when key values cross threshold limits.

            What are Scheduled Jobs?

            Scheduled Jobs are automated tasks that run at predetermined times and days. They are located in the account-level settings and apply across your entire Hubhus account.
            Common use cases:
            • Receive daily or weekly dashboard reports via email
            • Get notified when metrics exceed or fall below specific thresholds
            • Send automated SMS alerts for critical values
            • Monitor campaign performance at scheduled intervals
            • Track resource utilization and booking statistics
            Navigation: Account → Scheduled jobs

            Key Concepts

            Jobs vs. Templates

            Jobs define when and under what conditions to execute actions.
            Templates (Email and SMS) define what to send when a job executes.
            A single job can trigger multiple email or SMS templates based on filters and conditions.

            Dashboard Values and Metrics

            Scheduled jobs can access dashboard values and metrics from your account, including:
            • Lead counts by status or campaign
            • Booking statistics and resource utilization
            • Custom field aggregations
            • Time-based metrics (daily, weekly, monthly trends)
            These values can be embedded in email and SMS templates using special placeholders.

            Accessing Scheduled Jobs

            Navigation: Account → Scheduled jobs
            The Scheduled Jobs section has four main tabs:
            1. Jobs - Create and manage scheduled tasks
            2. Email templates for jobs - Design email reports
            3. SMS Templates for jobs - Create SMS alerts
            4. Job history - View execution logs

            Creating a Scheduled Job

            Step 1: Create a New Job

            Navigation: Account → Scheduled jobs → Jobs → + New scheduled job
            Configuration fields:
            Name
            • Give your job a descriptive name
            • Example: "Daily lead summary", "Weekly booking report", "Threshold alert - High priority leads"
            Enabled
            • Toggle to activate/deactivate the job
            • Disabled jobs will not execute even if their schedule matches
            Execute days
            • Select which day(s) of the week the job should run
            • Options: Monday through Sunday
            • You can select multiple days or all days
            • Use "Select All" / "Deselect All" buttons for convenience
            Execute hours
            • Choose the hour(s) when the job should execute
            • Available times: 05:00 through 23:00 (hourly intervals)
            • You can select multiple hours for the same day
            • Use "Select All" / "Deselect All" buttons
            Example schedule: Tuesday at 09:00 means the job runs every Tuesday morning at 9 AM.


            Step 2: Configure Execution Conditions (Optional)

            When editing a job, you can add conditions that must be met for the job to execute its actions.
            Execute conditions dropdown:
            • None - Job always executes at scheduled time (no conditions)
            • One or more filters must match - Job executes if ANY filter condition is true (OR logic)
            • All filters must match - Job executes only if ALL filter conditions are true (AND logic)


            Step 3: Add Scheduled Job Filters (Optional)

            Navigation: Edit job → Scheduled job filters → + New scheduled job filter
            Filters define criteria that must be fulfilled for the job to execute. This allows you to create conditional jobs that only run when specific dashboard values meet certain thresholds.
            Purpose: "Defines criteria that must be fulfilled in order for this trigger to execute its actions."
            Common filter examples:
            • "If leads in 'New' status > 50"
            • "If bookings today < 10"
            • "If response time > 2 hours"
            • "If conversion rate < 20%"
            Filters reference dashboard values and can check for:
            • Greater than / less than comparisons
            • Equals / not equals conditions
            • Value ranges
            • Presence / absence of data


            Step 4: Add Scheduled Job Actions

            Navigation: Edit job → Scheduled job actions → + New scheduled job action
            Actions define what happens when the job executes (and passes any filter conditions).
            Purpose: "Defines the actions that will be executed at the selected hours of the day."
            Available action types:
            • Send email - Send an email template
            • Send SMS - Send an SMS template
            • Execute webhook - Trigger an external API call
            • Export data - Generate and send data exports
            • Update fields - Modify lead or resource data
            When no actions are configured, you'll see: "No data available in table"

            Creating Email Templates for Jobs

            Navigation: Account → Scheduled jobs → Email templates for jobs → + New email template
            Email templates can contain dashboard values and tables, allowing you to create rich, data-driven reports.
            Template configuration:
            Template name
            • Friendly name to identify this template
            • Example: "Daily dashboard summary", "Weekly performance report"
            From name
            • Sender name displayed in recipient's inbox
            • Example: "Hubhus.dk", "Your Company Name"
            From email
            • Sender email address
            • Example: "kontakt@hubhus.dk", "noreply@yourcompany.com"
            To users
            • Select Hubhus users to receive this email
            • Dropdown allows selecting multiple users
            To email
            • Optionally specify additional email addresses
            • Use for external recipients not in Hubhus
            Cc to email
            • Carbon copy recipients
            • Can use "Auto" for system-determined recipients
            Bcc to email
            • Blind carbon copy recipients
            • Can use "Auto" for system-determined recipients
            Subject
            • Email subject line
            • Can contain dashboard placeholders
            Preview text
            • Pre-header text shown in email clients
            • Can use "Auto" for automatic generation
            Body
            • Email content editor
            • Format: HTML (dropdown allows selecting plain text)
            • Full HTML editor with styling options
            Parent layout
            • Select a pre-designed layout template
            • Or choose "No parent layout" for custom design
            CSS
            • Add custom CSS styling for the email
            • Collapsible section for advanced users
            Important note: "You can insert dashboard values in the email. Dashboard placeholders are found within each dashboard."

            Dashboard Placeholders in Emails

            Email templates can reference dashboard values using special placeholder syntax. These placeholders are dynamically replaced with actual values when the email is sent.
            Where to find placeholders: Navigate to your dashboards in Hubhus - each dashboard displays available placeholders.
            Common placeholder types:
            • Metric counts: {{dashboard.lead_count}}
            • Status breakdowns: {{dashboard.leads_by_status}}
            • Time-based data: {{dashboard.bookings_today}}
            • Custom calculations: {{dashboard.conversion_rate}}
            • Tables: {{dashboard.top_campaigns_table}}

            Creating SMS Templates for Jobs

            Navigation: Account → Scheduled jobs → SMS Templates for jobs → + New SMS template
            SMS templates are simpler than email templates but can still contain dashboard values for data-driven alerts.
            Template configuration:
            Template name
            • Friendly name to identify this template
            • Example: "Critical alert", "Daily summary SMS"
            From
            • Sender identifier
            • Usually your company name or "Hubhus"
            To phone
            • Recipient phone number field
            • Used if sending to specific number
            To users
            • Select Hubhus users to receive this SMS
            • Dropdown allows selecting multiple users
            Message
            • SMS text content
            • Character limit applies (typically 160 characters per SMS segment)
            • Can include dashboard values
            Note: "These SMS templates can be sent by Scheduled jobs and can contain dashboard values."

            Dashboard Values in SMS

            Like emails, SMS templates can reference dashboard values:
            Example SMS:
            Alert: {{dashboard.high_priority_leads}} high priority leads waiting. 
            Current response time: {{dashboard.avg_response_time}} minutes.

            Viewing Job History

            Navigation: Account → Scheduled jobs → Job history
            The Job History table shows a log of all scheduled job executions.
            Columns displayed:
            ColumnDescription
            Job nameName of the scheduled job that executed
            Action nameWhich action within the job was performed
            Action descriptionDetails about what the action did
            Task dayDate when the job executed
            Task hourHour when the job executed
            Task createdTimestamp of when the task was queued
            Task updatedLast update timestamp
            Task statusExecution status (Success, Failed, Pending, etc.)
            Task messageAny error messages or execution details
            Features:
            • Search - Find specific jobs or dates
            • Show X entries - Adjust how many rows display
            • Sorting - Click column headers to sort
            • Pagination - Navigate through multiple pages of history
            Use cases:
            • Verify a job executed at the expected time
            • Troubleshoot why an email wasn't sent
            • Audit scheduled task activity
            • Monitor job performance and reliability

            Practical Examples

            Example 1: Daily Dashboard Email at 8 AM

            Scenario: Send a daily summary of key metrics to management every morning.
            Setup:
            1. Create email template:
            • Name: "Daily Dashboard Summary"
            • Subject: "Daily Report - {{today_date}}"
            • Body: Include tables and charts with dashboard values
            1. Create scheduled job:
            • Name: "Daily Morning Report"
            • Enabled: ✓
            • Execute days: Monday, Tuesday, Wednesday, Thursday, Friday
            • Execute hours: 08:00
            • Execute conditions: None
            • Actions: Send email template "Daily Dashboard Summary" to selected managers
            Result: Every weekday at 8 AM, managers receive an email with updated dashboard data.

            Example 2: Threshold Alert for High Priority Leads

            Scenario: Get notified via SMS when high-priority leads exceed 10.
            Setup:
            1. Create SMS template:
            • Name: "High Priority Alert"
            • Message: "ALERT: {{dashboard.high_priority_count}} high priority leads need attention!"
            1. Create scheduled job:
            • Name: "High Priority Threshold Monitor"
            • Enabled: ✓
            • Execute days: All days
            • Execute hours: 09:00, 12:00, 15:00 (check 3x daily)
            • Execute conditions: One or more filters must match
            • Filters: "High priority lead count > 10"
            • Actions: Send SMS template "High Priority Alert" to sales team
            Result: Three times per day, if high-priority leads exceed 10, the sales team receives an SMS alert.

            Example 3: Weekly Performance Report

            Scenario: Send a comprehensive weekly report every Monday morning.
            Setup:
            1. Create email template with:
            • Last week's booking statistics table
            • Conversion rate metrics
            • Top performing campaigns
            • Resource utilization charts
            1. Create scheduled job:
            • Name: "Weekly Performance Report"
            • Enabled: ✓
            • Execute days: Monday
            • Execute hours: 07:00
            • Execute conditions: None
            • Actions: Send email to all department heads
            Result: Every Monday at 7 AM, stakeholders receive a detailed performance report.

            Quick Setup Guide

            To create a basic scheduled report:
            1. Create email template (Scheduled jobs → Email templates → + New)
            • Design your report with dashboard values
            • Test with preview
            1. Create scheduled job (Scheduled jobs → Jobs → + New)
            • Name it descriptively
            • Set schedule (days + hours)
            • Enable the job
            1. Edit job to add action (Click Edit on job)
            • Add action: "Send email"
            • Select your email template
            • Choose recipients
            • Save
            1. Verify in Job History (Next day)
            • Check that job executed successfully
            • Review task status and messages

            Best Practices

            Use descriptive names: Name jobs and templates clearly so you can identify their purpose months later. "Daily lead report" is better than "Job 1".
            Test with realistic schedules: Don't set jobs to run every hour for testing. Use specific test hours, then adjust to production schedule.
            Monitor job history regularly: Check the Job History tab weekly to ensure jobs are executing successfully.
            Start with simple reports: Begin with basic dashboard values before creating complex conditional logic and multiple filters.
            Consider recipient time zones: Schedule jobs to arrive when recipients are likely to be working.
            Use filters wisely: Don't create alerts that fire constantly. Set meaningful thresholds that indicate actionable situations.
            Keep SMS messages concise: SMS has character limits. Focus on the most critical information.
            Version your templates: When making major changes to a template, consider creating a new version rather than modifying the existing one.
            Document filter logic: Add notes in the job name or keep separate documentation explaining what conditions trigger the job.

            Troubleshooting

            Q: My scheduled job didn't execute
            A: Check:
            1. Is the job Enabled? (checkbox must be checked)
            2. Did you add at least one action to the job?
            3. If using filters, did the filter conditions match? Check Job History for details
            4. Is the schedule correct? (Remember: jobs execute at the START of the selected hour)
            Q: Email template doesn't show dashboard values
            A: Ensure you're using the correct placeholder syntax. Placeholders are found within each dashboard in Hubhus. Verify the placeholder names match exactly.
            Q: Job executed but recipients didn't receive email
            A: Check Job History for error messages. Common issues:
            • Invalid recipient email addresses
            • Email blocked by spam filters
            • "From email" not properly configured
            • Template contained errors that prevented sending
            Q: How do I test a job without waiting for the scheduled time?
            A: Currently, scheduled jobs only execute at their configured times. For testing:
            • Set a test execution time 5-10 minutes in the future
            • Monitor Job History to confirm execution
            • Then adjust to production schedule
            Q: Can I send to external recipients not in Hubhus?
            A: Yes, use the "To email" field in the email template to specify external email addresses.
            Q: What's the difference between "Execute conditions" settings?
            A:
            • None - Job always runs at scheduled time
            • One or more filters must match - Job runs if ANY filter is true (OR)
            • All filters must match - Job runs only if ALL filters are true (AND)

            Scheduled Jobs vs. Automation Rules

            FeatureScheduled JobsAutomation Rules
            TriggerTime-based (days + hours)Event-based (status change, form submission, etc.)
            ScopeAccount-levelCampaign-level
            Use caseReports, monitoring, periodic tasksLead workflow automation
            RecipientsHubhus users + external emailsLead-specific recipients
            ContentDashboard metrics and tablesLead-specific data and placeholders
            ExecutionScheduled intervalsImmediate upon trigger event
            When to use Scheduled Jobs:
            • Daily/weekly reports and summaries
            • Threshold monitoring and alerts
            • Periodic data exports
            • Management dashboards
            When to use Automation Rules:
            • Lead follow-up emails
            • Status change notifications
            • Booking confirmations
            • Customer-facing communications
            For information on automation rules, see How do I create automation rules?.
            For related automation features, see:
            • How do I create automation rules? - Event-driven automation
            • Building workflows in Hubhus - Complex automation sequences
            • What are action listeners and how do they work? - Custom triggers
            • How do I set up automated email flows? - Email automation basics

            Summary

            Scheduled Jobs provide powerful time-based automation for reporting, monitoring, and alerting in Hubhus. By creating email and SMS templates that reference dashboard values, you can receive regular updates on key metrics and get notified when important thresholds are crossed. Jobs are configured with specific execution days and hours, can include conditional filters, and execute one or more actions when triggered. The Job History feature provides full visibility into execution logs for troubleshooting and auditing. Scheduled Jobs complement event-driven automation rules by providing scheduled, account-level automation that keeps teams informed and enables proactive monitoring of critical business metrics.

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