---
title: "Shopify: How to Schedule an Automated Program Director Report"
description: Used to set up an automated Program Director (PD) report in Better Reports so a program director receives up-to-date order data in their inbox on a recurring schedule. Follow this guide to create the schedule, choose the delivery days and time, decide how empty reports are handled, and send the report to the right contact.
---

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# Shopify: How to Schedule an Automated Program Director Report

## Used to set up an automated Program Director (PD) report in Better Reports so a program director receives up-to-date order data in their inbox on a recurring schedule.

*Follow this guide to create the schedule, choose the delivery days and time, decide how empty reports are handled, and send the report to the right contact.*

**Watch the tutorial:** [How to Schedule a Program Director Report](https://www.loom.com/share/73b66b45d9b5498795f79eda0730867b)

#### **What You'll Need Before You Start**

**1. Access to Better Reports.** Scheduling is done from the Schedule tab at the top of Better Reports.

**2. The exact report name.** Know the program's Program Director report name so you can find it in the list (e.g., *CLA Spring League Signature Athletics Program Director Report*).

**3. The program's ordering timeline.** Know the order deadline and any internal push dates the PD is working toward, so you can choose how often and how long the report should run.

**4. The program director's email address.** This is where the report will be delivered.

**Heads up:** The Program Director report contains **raw data**. Make sure the PD knows they'll need to clean up or sort the file themselves to make it easier to read.

### **Step 1: Create a New Schedule**

1. **Open the Schedule tab.** In Better Reports, click **Schedule** at the top of the page and let it load.
2. **Click Create Schedule.**
3. **Find the report.** Search for and select the program's Program Director report by name.

### **Step 2: Set the Frequency and Days**

Choose how often the report should send based on where the program is in its ordering window.

- **Daily:** Best while a program is actively ordering and the PD is pushing players to order by a specific date. All days are selected by default.
- **Custom days:** Click a day to deselect it (e.g., unselect Sunday if a weekend report isn't needed), or select only the days that matter, such as every other day.

**Example:** A program has until the 14th to submit orders, but the PD wants players ordered by the end of the weekend. Set the report to daily through the end of the following week so the PD can track progress each morning.

### **Step 3: Set the Delivery Time**

Choose the time the PD will receive the report. Avoid odd hours like midnight. **8:00 AM** is a good default so the report is waiting in their inbox with up-to-date information when they start their day.

### **Step 4: Choose How Empty Reports Are Handled**

| Setting | What Happens | When to Use |
| --- | --- | --- |
| **Skip Empty Reports** | No report is sent if nothing has changed since the last report went out. | Most cases. Keeps the PD's inbox clean. |
| **Deliver Empty Reports** | A report is sent on every scheduled day, even with no new information. | When the PD wants to receive something every scheduled day no matter what. |

**Note:** If you choose Skip Empty Reports and the PD reaches out asking why they didn't get a report, this is the reason. There was no new data since the last send.

### **Step 5: Set the Delivery Format and Recipient**

1. **Choose the file format.** Select **CSV**. It's the easiest format for most people to open.
2. **Add the recipient.** Find and select the program director's email address.
3. **Save.** Click **Save** to finalize the schedule.

### **Step 6: Let the Program Director Know What to Expect**

Once the schedule is saved, tell the PD:

- Which days and what time they'll receive the report (e.g., every day at 8:00 AM)
- That the report won't send on days with no new information (if Skip Empty Reports is on)
- That the data is raw and may need to be sorted or cleaned up

#### **Best Practices**

- Match the report frequency to the program's ordering window. Go daily during active ordering pushes and scale back afterward.
- Schedule delivery for the start of the PD's day, not overnight.
- Use Skip Empty Reports by default, and tell the PD so a missing report doesn't cause confusion.
- Send as CSV unless the PD asks for something else.
- Always set expectations with the PD after scheduling: timing, empty-report behavior, and the raw-data format.

#### **LINKS**

- [Tutorial Video: How to Schedule a Program Director Report](https://www.loom.com/share/73b66b45d9b5498795f79eda0730867b)

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