Scheduling the Insights report by email

The Insights report is a PDF with the analysis of an AI visibility project. Without a schedule of your own, the team owner receives it every Sunday at 6 pm. With your own schedule you decide, per project, how often it goes out and to which addresses.

Where to find it

Under Settings → Notifications, below the table of notification categories, you'll find the section Insights report by email. It has one expandable row for every AI visibility project you have access to. If you have access to no project, the section is not shown.

The collapsed row shows the current state:

• Default: Sundays at 6 pm to the team owner: no schedule has ever been saved for this project.
• Interval: 2 × Weeks · Recipients: 3 (for example): a schedule of your own is active.
• Switched off: a schedule is saved but turned off. The project then gets no report by email at all, not even on Sundays.

Setting up the schedule

Expand the project's row. The fields:

The form is prefilled with next Sunday at 6 pm, an interval of one week, your own address and your language. The Use own schedule switch starts in the off position: turn it on before you save, or you will store a schedule that is switched off. Save schedule stores everything.

The send dates follow from the interval and the first send: »2 × Weeks« starting on a Sunday at 6 pm means every other Sunday at 6 pm. Rankion checks once an hour which dates are due, so sending starts within the hour after the scheduled time. A monthly interval that starts on the 31st lands on the last day of shorter months. If the first send lies in the past, nothing is sent retroactively; the next upcoming date applies. If you change the interval or the first send, the dates are recalculated.

The language setting applies to the accompanying email. The text inside the PDF is in German, whichever language you choose.

The email states the project's current visibility score and the change since the previous measurement; the PDF is attached.

Recipients

Add puts another address on the list, Remove takes one off. Both only take effect once you click Save schedule.

Anyone with a Rankion account that has access to the project is a recipient right away. Every other address first receives a confirmation email after saving, and shows awaiting confirmation until then. Until that person presses the confirm button on the page linked in that email, they get no report. If not a single recipient has confirmed, no report is generated for that date and nothing is charged.

The confirmation link is valid for 7 days. If it has expired, remove the address, save, add it again and save once more. A new confirmation email then goes out.

Every report email contains an unsubscribe link. It removes exactly that address from the schedule. If it was the last address, the schedule is switched off.

When an active schedule delivers no email

The »Reports« category is switched off

This is the most common reason. The report email belongs to the notification category Reports, whose table sits at the top of the same page. If its Email switch is off, a recipient with a Rankion account gets no report, even when the schedule is active and their address is confirmed.

What counts is the recipient's own setting, not that of the person who set up the schedule. If you add a colleague who has unsubscribed from Reports by email, nothing reaches them. An address that has no Rankion account is not affected. More on the categories: Managing email notifications.

No new measurement since the last send

A report only goes out if the project has a new measurement day since the last send, meaning a newly completed tracking run. Otherwise nothing is sent and nothing is charged, and the schedule waits for its next date. You never get the same data twice.

An example: if the project is measured once a week and the report is set to daily, you get exactly one report in seven days. An interval shorter than the project's measurement rhythm does not produce extra emails.

Not enough credits

Every generated report costs 10 credits, however many recipients there are. If the team's balance is too low, no report is generated. Instead, the team owner receives a single notice email; the next notice only comes after a report has been sent again. The schedule stays active, and once credits are topped up, the next report arrives at the next scheduled date. This notice also belongs to the Reports category.

Projects without a schedule of their own

Nothing changes for a project that never had a schedule saved: the team owner keeps receiving the report on Sundays at 6 pm. Paused projects do not get this Sunday report.

As soon as a schedule is saved for a project, switched on or off, the project leaves the Sunday run. If you save the schedule switched off, the project gets no report by email at all. The form has no way back to the default; through the API, DELETE restores it (see below).

Via the API

Recipients follow the same rules as in the form, confirmation included. Without access to the project, all three return 403. For signing in, see Authentication.

Read more

• Managing email notifications
• AI Visibility Tracking: the module at a glance