Agency Reports
Schedule branded client reports, hold sends for approval, and find every report generated across the portfolio.
Agency Reports is everything a client receives. Schedules decides who gets what and when. History is the archive of every report Trakkr has generated across your clients, ready to download, retry, or audit.
The switch between the two sits in the toolbar. The old /agency/reporting and /agency/pdf-export addresses both redirect here, and ?tab=history opens the archive directly.
Building a schedule
Select New schedule and fill in one client's delivery:
| Field | Choices |
|---|---|
| Client | One brand per schedule |
| Cadence | Weekly, Every 2 weeks, Monthly, Quarterly |
| Send | A weekday or day of the month, plus the hour |
| Window | Last 7 days, Last 14 days, or Last 30 days |
| Recipients | One or more email addresses, plus an optional note |
| Include | Visibility, Competitors, Citations, Recommendations |
| Delivery | Whether the PDF is attached |
| Safety | Whether each send waits for your approval |
Changes in the report compare against the previous period of the same length. The hour runs in the schedule's time zone, which Trakkr takes from your browser when you create it.
Branding is automatic. The report carries your logo, portal name, and color from white-label branding, and the editor shows what it will use with a Change link into settings.
Select Preview before saving to see the report and the client email as they will arrive.
Reading the schedules table
Each saved schedule is a row: client, cadence, next send, recipients, and status.
Status is where the useful detail lives. A healthy schedule reads Active or Delivered. Needs approval means a run is waiting on you. Paused means the switch is off and nothing will send. Last send failed, Last send bounced, Partially sent, and Awaiting confirmation each describe a delivery that did not land cleanly, and Archived is a schedule you retired.
From the row you can send a test, pause or resume with the switch, and open a menu holding View sends, Edit schedule, and Archive schedule. Archiving stops future sends and keeps every past send and its delivery history. An archived row offers Restore schedule.
Tests and scheduled emails only leave the building once your agency email sender is verified. Until then the page warns you, the test button is disabled, and the fix is in White-Label settings.
Holding a send for approval
Turn on Require my approval before each send and prepared reports wait in an Awaiting approval inbox at the top of the Schedules view instead of going out.
Each card shows the client, how many recipients it has, and the headline numbers from that run. A text box holds the commentary that goes with the report, prefilled with the generated headline, so you can say what moved and why in your own words. Then Approve and send, or Skip to drop that run.
Approval is worth keeping on for a new account, a bad month, or any retainer where a person adds context before the client reads it. Once the shape is stable, edit the schedule and turn the hold off.
History
History lists every generated report for the clients you can reach: client, created date, pages and file size, and status.
| Status | What it means |
|---|---|
| Queued | Accepted, waiting to start |
| Generating | Being built now |
| Ready | Finished and downloadable |
| Failed | Could not be produced. Select Retry |
| Expired | The stored file is gone. Retry makes a fresh copy |
Search by client and filter by status; the filter labels carry counts, so a failure is visible without a click. Ready rows offer Download. Failed and expired rows offer Retry. An Agent document is a link rather than a file, so its row reads Link in the size column and offers Open.
The list refreshes itself while you have it open. If the connection drops after data has loaded, the page keeps the last list on screen and tells you it may be out of date rather than blanking.
Reports you ask for once
Schedules are for recurring delivery. For a one-off, select Ask Agent to generate in the header and describe what you want, for example a monthly recap for Hoka covering visibility, competitors, and citations. The Agent picks up the brand, your branding, and the recipients, and the finished report lands in History beside everything else.
Who can do what
Agency Reports needs agency access on the account and agency mode on the team. Within that, schedules are owner and admin only: anyone else opening the Schedules view is told so and can still read History. Clients never see this page; they see the email, the PDF, and whatever the portal exposes.
Common questions
Can I create a recurring report here?
Yes. New schedule on the Schedules view. The old PDF Exports page could not do this, which is why it now redirects here.
Can I stop a send without losing the schedule?
Pause it with the switch on its row. Past sends and their delivery history stay, and you can resume whenever.
What happens if a send only reaches some recipients?
The row reads Partially sent and the delivery history names which addresses failed. Awaiting confirmation is different: the email provider gave an uncertain answer, and Trakkr will not send a second copy until that is resolved.
Why can't I make a one-off report from History?
History is an archive, not a generator. Use Ask Agent to generate for a one-off, or New schedule for anything recurring.
What should I check when a client's reports keep failing?
Confirm the brand has completed report data for the sections you included, then confirm the agency email sender is still verified. A retry on a brand with no data for a chosen section will fail the same way.