Leapsome allows admins to configure scheduled reports that are automatically delivered to any external destination via email or SFTP. Once set up, the report runs at the frequency you define and sends the file directly to your chosen recipients or server, with no manual steps required. This removes the need to repeatedly download, format, and upload employee data files to external tools or providers, saving time and reducing the risk of errors across recurring reporting workflows.
When to use this feature
Use scheduled reports whenever you need to send recurring employee data to an external destination on a regular basis. Common use cases include:
- Sending payroll-relevant employee data to a PEO or payroll system automatically on each pay cycle
- Sharing regular absence or headcount snapshots with finance or operations teams via email
- Delivering org data to tools your organization uses that do not have a direct integration with Leapsome
- Automating compliance or audit reporting at set intervals to external recipients
How to use this feature
Setting up a scheduled report
- Navigate to 'Analytics' from the left-hand menu.
- Select 'Reports' to access the report builder.
- Click '+ New Report' to create one.
- Select your report type.
- Choose the employee attributes you want to include as columns.
- Set the frequency, for example daily, weekly, monthly etc.
Choosing a delivery channel
In the report settings > 'Delivery (optional)' tab, select one or more delivery channels. You can combine both if needed.
Sending via email
- Select Email as the delivery channel.
- Enter one or more recipient email addresses in the text field.
- Recipients will receive an email with the subject: "[Leapsome] Scheduled Report – [Report Name]"
- The email includes a summary of the report name, date range, and report owner, along with the file as a downloadable attachment:
Sending via SFTP
- Select SFTP as the delivery channel.
- Configure Vendor Endpoints: You’ll need to put your vendor account username, then use the instructions here to create the SSH key pairs, this is a secure way that the two systems will communicate with one another. (Please keep in mind this article is referencing setting up an integration into Leapsome - we’re setting this one up to run in the other direction.)You might need to ask the vendor’s technical support team for guidance on the Hostname and Port number.
- The file will be transferred automatically to the configured server at the scheduled time.
Please note: SFTP requires your external provider or destination system to have an SFTP server that accepts inbound file transfers. Confirm with your provider before setting this up. This is especially relevant if you are sending payroll data to a PEO - not all PEOs support automated SFTP transfers, so check with your provider first.
Customizing report settings
Once a delivery channel is selected, the following formatting options become available:
-
File format:
.csv(default) or.xlsx -
Date format:
YYYY-MM-DD(default),DD.MM.YYYY, orMM-DD-YYYY - Header renaming: optionally rename column headers to match the naming conventions required by your external system:
Viewing delivery history
After a scheduled report has been sent, you can check its delivery status on the report detail page. It shows the most recent delivery, for example: "Last sent on Aug 7, 2025 via SFTP", along with a status tag showing Success, Failed, or Pending.