Schedule / run reports

Updated at August 19th, 2026

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Table of Contents

Schedule / run a report File Format section Deliver to section Frequency section When to Send section When to Stop section Manage scheduled reports Unable to schedule a report Permissions

Once reports are created, they can be scheduled to run either immediately or at a designated time and frequency.

Schedule / run a report

If a report has been scheduled already, then the frequency set for that report will be disabled from selection. If you want to update any aspects of the report for its set frequency, then you will need to edit that scheduled report and update its details.

You can run a report immediately or schedule it to run at a later date directly from the Report Builder or from a Reports list.

Select the Schedule action in one of two ways:
1. Report Builder – You can run a report as soon as you’ve published it or as needed from the Report Builder. To do this, select the action menu, or ellipses, in the top right corner of the Report Builder and then select Schedule from its drop-down menu.
2. Reports List – You can run a report from the All Reports or Scheduled Reports list by hovering over the preferred report; selecting the action menu, or ellipses, that appears; and then selecting Schedule. From here, select + Add Schedule to schedule a report run.

File Format section

When the Schedule dialog opens, the first section includes the File Format settings. Expand this section and select the Date/Time Stamp. Options for this include:
- Default (MM.DD.YYYY 01.01.2025)
- MM-DD-YYYY (01-01-2025)
- DD-MM-YYYY (01-01-2025)
- YYYY-MM-DD (2025-01-01)
- MMDDYYYY (01012025)
- DDMMYYYY (01012025)
- YYYYMMDD (20250101)
- MMDDYYYYHHmmss (01012025203055)
- DDMMYYYYHHmmss (01012025203055)
- YYYYMMDDHHmmss (20250101203055)
- Do Not Include Date/Timestamp
Update the Format option, if preferred.
Select the File Delivery Method for the report. Options include:
- Direct File – This option will send the report file in the email as an attachment. If the file size exceeds 20mb, it will automatically be put into a .zip file.
  - Notes:
    - If this option is used and the report file exceeds a file size of 25mb, Paradox will automatically convert that report from Direct File to Download Link so it is still delivered.
    - The 25mb limitation is an email restriction on the size of any attachment that the system can send over email.
- Download Link – This option will send a download link via email to download the file directly to the user’s device. This link is active for 48 hours from the time of the email being delivered. This is useful for larger report files as well as any report that has more sensitive data in it.
- SFTP – This delivery option is only available to Paradox Admin and Company Admin user roles. This will automatically send the report to a designated SFTP folder. Click here to learn more about the SFTP file delivery method.
Select the delimiter for the CSV file. Options include:
- Comma (,) – This is the default option and is most widely used, forming the basis of Comma Separated Values (CSV) files.
- Tab (\t) – Tab-separated values (TSV) files use the tab character as a delimiter.
- Semicolon (;) – Often used in regions where the comma is used as a decimal separator.
- Pipe (|) – A vertical bar, sometimes used when other common delimiters might appear within the data itself.
- Space ( ) – Less common for structured data due to potential ambiguity with spaces within data values.
- Quotation Mark (“) – Less common, but used to prevent the parser from misinterpreting an internal delimiter as a field separator, such as a comma (e.g., “City, State”).
By default, the Exclude Default Client Name from File Name setting will be selected. Deselect this if you want to include your company name in the report title.
If you have selected SFTP as your File Delivery Method, then the Do not compress (.zip) file setting will display and be selected by default. Deselect this if you want the report to be compressed into a .zip file. This is beneficial to do when reports contain a large amount of data.

Deliver to section

In the Deliver to section, you will be selected as a recipient by default. Add additional employees to the delivery list by clicking the + Add Employee button, selecting the employee names from the list that opens, and then selecting Apply.
- Note: To remove yourself or a selected recipient, simply select the trash can icon to the right of your/their name in the list.

Important Note on Permissions:

When you deliver a report to other users, the data is filtered by each recipient's permissions. This ensures everyone only sees what they are authorized to. However, if you add more than 10 recipients, the report will be delivered based on your permissions as the creator.

Frequency section

Select the frequency in which this report will be sent. Options include:
- Send once
- Send daily
- Send twice per week
- Send weekly
- Send every 2 weeks
- Send monthly
By default, the Email this report, even if there are no records found. setting will be selected. You can deselect this if you prefer no report to send when no data is found.

When to Send section

The following steps may vary slightly or be irrelevant depending on your Frequency selection.

If the report has a recurring selection outside of Send daily, then select one or two days, depending on your recurring selection.
Select the time that you want this report to send.
- Note: If you selected Send once as your frequency, then a Send immediately checkbox will display in the top right corner of this section. Select this box if you want this report to send right away once the report is scheduled to run.
Select the time zone associated with the time that you want this report to send.
Select the date associated with when this report will send.

When to Stop section

This section will not display when Send once is selected as the Frequency.

Choose when you want any recurring reports to stop sending from the When to Stop section. Options include:
1. End on specific date – When selected, choose the date that the report will stop sending.
2. End after number of occurrences – When selected, enter in the number of times you want this report to send. The maximum values for recurring events are as follows:
  - Send daily = 1095 times
  - Send twice per week = 312 times
  - Send weekly = 156 times
  - Send every 2 weeks = 78 times
  - Send monthly = 36 times
Click Confirm to schedule the report.

Manage scheduled reports

You can view and scheduled reports as needed from the Schedule modal. Click here to learn more.

Unable to schedule a report

Permissions

By default, no users will have access to scheduling reports. This must be granted per user role.

User Roles	Full Access	View Access	No Access	Notes
Paradox Admins
Company/Account Admin
Full User - Edit Everything, Power User
Full User - Edit Nothing
Basic/Limited User
Supervisor*
Hiring Manager*
Recruiter*
Reporting User
Franchise Owner*
Franchise Staff*

*Only applies to accounts with Conversational ATS enabled

When you schedule a report to be sent to other users, the data is typically filtered by the recipient’s permissions, not your own. This ensures each recipient only sees the data they are authorized to view.

Email Delivery: For reports delivered via email, data is filtered by each recipient's individual permissions.
SFTP Delivery: For reports delivered to an SFTP location, permissions are based on the creator's access. The report will contain all data that the creator is permitted to see.

If you select more than 10 recipients, a warning will appear explaining that recipient-based permissions will not be applied. The delivered report will instead be filtered based on the creator's permissions.