Report sending configuration

Set up automatic sending of consolidated reports to your teams

IN SHORT

Automatically send summary reports to your users.

Configure specific recipients based on your brands and locations.

Enable the Fullwhere Brain option to get AI analyses and recommendations.

To access reports, go to the Reports and Exports menu → Reports. There you can view all existing report configurations, with the following information:

Column	Description
Report name	Name given to your report configuration
Format	Report format (PDF and/or CSV)
Modification date	Date of the last modification
Creation date	Creation date
Active/Inactive	Current status of the report

Configure a report setup

To create a report configuration, click + Create a report from the main report configurations page.

Depending on your needs, configure your report with the following fields:

Report format

• PDF: detailed file presenting statistics and interactions

• CSV: raw data in a CSV file

The two options above can be combined.

Sending frequency

• Daily: Sent every day of the week, includes data collected the previous day.

• Daily (5 days): every day from Monday to Friday, includes data from the previous day. The Monday report includes data from Friday, Saturday and Sunday.

• Weekly: every Monday, includes data from Monday to Sunday of the previous week

• Every 2 weeks: every other Monday, includes data from the previous two weeks.

• Monthly: first day of the month, includes all data from the previous month.

Filters

They allow you to refine the data included in the report (source, category, area, text). This highlights indicators that seem more relevant to your analysis.

Fullwhere Brain

Fullwhere Brain allows you to add to your reports an in-depth AI-generated analysis based on the statistics and customer interactions for the selected period.

By enabling Fullwhere Brain, you can describe precisely the analysis you want.

To activate it:

• turn on the “Fullwhere Brain Advanced Analysis” toggle in your report configuration.

• write your request in the provided field: simply describe what you want the AI to analyze or highlight.

Note: for monthly reports, Fullwhere Brain will be able to provide an analysis based only on the period’s statistics but will not be able to use the details of your customer interactions.

Options to show interaction details

This option lets you include the details of your customer interactions at the end of your report.

Note: this option is not available for monthly reports. The interaction details are limited to 1000 items per report.

Recipient configuration

Recipient configuration allows you to define who will receive the reports and at what level of your organization (Brands, Location Groups or Locations). You can combine:

• specific recipients: receive an individual report linked to a precise target (a brand, a group or a location).

• global recipients: receive a consolidated report for all targets of the same type (all brands, all groups, all locations).

General principle

A report configuration can target several types of “targets”:

• Brands → the most global level of your organization

• Location groups → a set of multiple establishments

• Locations → single establishment

For each type of target, you can:

• add specific targets (e.g. a brand, a group, a location) with their own targeted recipients;

• define global recipients → they will receive a consolidated report covering all targets of that type.

Example: If you add 20 locations to your report:

• the global recipients for locations will receive a single consolidated report covering all 20;

• the specific recipients defined for each location will receive their individual report.

Configuration of the different levels

A report configuration can apply to different levels of your organization. These three sub-tabs allow you to choose at which level you want to generate and distribute the reports:

1. Brands

This is the most global level. Reports sent at this level cover all locations attached to the brand.

2. Location groups

Allows targeting a set of establishments (e.g. “Paris Restaurants”, “Dubai Establishments”). Reports at this level include only the locations of the relevant group.

3. Locations

Corresponds to a single establishment. Reports sent at this level contain only the data of the selected location.

You can combine several levels in the same configuration (for example a brand and several specific locations), depending on the desired analysis granularity.

Add recipients

Once your levels are selected, you can define who will receive the reports at each scale.

Step 1: Select the type of target

Choose the tab corresponding to the desired level: Brands, Location Groups, or Locations.

Step 2: Add the concerned targets

Click “+ Add a brand / a group / a location” then select the items you want to include in the configuration.

Step 3: Define the recipients

Each type of target has two configuration areas:

• Global recipients In the upper part of the page, add the users who will receive a consolidated report for all targets of this type (for example, all selected locations).

• Specific recipients For each added target (brand, group or location), you can add targeted users who will receive an individual report only for that target.

Use the Mailing lists to send a report to a set of users.

💡 This logic is the same for all three levels: brands, location groups and locations.

Concrete example

Imagine you configure a report for the following network:

• Brand: Global Blue

• Location groups: “Paris” and “Others”

• Locations: Global Blue 1er, Global Blue Louvre, Global Blue Dubai

Here are some possible cases:

Add Florian Leblond in “Recipients of all locations” → he will receive a consolidated report grouping all establishments.

Add Adrien Murat to “Global Blue 1er” and “Global Blue Louvre” → he will receive two separate reports, one per establishment.

Add Laurent Loué to “Global Blue Dubai” → he will receive only the Gigi Roma report.

If a user does not appear in the search

If you want to add a recipient but they do not appear, it means the person does not yet have access to the corresponding brand, group or location.

➡️ To invite them:

1. Go to Settings > [Brands / Locations]

2. Select the relevant resource

3. Open the Members tab

4. Click Invite

5. Enter their email address and send the invitation

Once the invitation is accepted, the person will appear in the recipient search.

Best practices

Use global recipients for cross-functional managers (e.g. headquarters, region, franchise).

Use specific recipients for local teams.

Email settings

Choose the email subject. You can insert variables:

• the variable {{period}} represents the date range considered for each report send.

• the variable {{zone}} inserts into the email subject the resource targeted in the send. If you have selected brands, location groups and locations together, the zone variable will customize the subject for the relevant zone.

So you can for example put "Weekly report {{period}} - {{zone}}".