How to Schedule Weekly Promptwatch PDF Reports for Clients

The weekly client report is the task that eats Monday mornings. Someone opens the dashboard, sets the filters, exports, renames the file, writes an email, and does it again for the next client. None of that is analysis. We moved it onto a schedule in Promptwatch, the platform we run client programs on, so the report arrives on its own and our Monday goes to reading it.

This is how we set those schedules up. The mechanics come from Promptwatch's documentation on creating PDF reports and scheduling and sharing them, read October 15, 2026.

Build the dashboard before the schedule

A schedule prints a dashboard exactly as it is saved at each delivery. Its filters, its widgets, and each chart's settings. Unsaved changes on screen are not included. So the real work happens before you touch the export dialog.

For each client we keep one custom dashboard for the weekly report. A report prints whichever widgets that dashboard has, in its order. Nine widgets can print: brand visibility over time, brand sentiment, visibility by country, the Heatmap, top cited domains over time, top ranked URLs, and the top YouTube, Reddit, and LinkedIn posts. List widgets print their top five rows. We leave out anything the client won't act on. A three-chart report that gets read beats a nine-chart report that gets skimmed.

The export dialog has no monitor filter of its own. To report on one market or language, filter the dashboard by that monitor and save it. If a client wants "ChatGPT only, organic prompts, one monitor," that's a saved dashboard, not a setting you remember each week.

The report header carries the client's logo, the date range, a filters line, and two gauges: Visibility score and Content coverage. A gauge hides itself when there's no data, which is one more reason to finish setup before the first delivery.

Create the schedule

Open the client's report dashboard.
Click Export, the PDF icon at the end of the filter row.
Switch to the Scheduled report tab.
Set Deliver every to a weekday. We use Monday.
Set Covering to the last 7, 14, or 30 days. The window always ends on the delivery day, so every edition is fresh.
Tick the recipients and click Create schedule.

Delivery is by email at 06:00 UTC on the chosen day, with the PDF attached. Each edition also lands on the Reports page under PDF Reports, so there's always a copy in the app. Reports has no menu entry. Press Cmd+K, or Ctrl+K on Windows, and search for Reports. The Scheduled Reports tab lists every schedule with its cadence, filters, recipients, and next run.

Getting the report to the client

Recipients must be organization owners or members with access to that project. Viewers can see data in the app but can't receive scheduled emails. There are no public share links for reports either. Sharing is file-based.

So for a client who should get the PDF directly, we add their contact as a member with access to only their own project and put them on the schedule. Everyone else gets it forwarded from us with two lines of context on top. Honestly, the forwarded version is usually better. A PDF with our read on what moved is a report. A PDF on its own is a chart.

For clients who want a live dashboard instead of a document, we use a read-only project API key in the Looker Studio connector. One key per client keeps accounts isolated. Our read-only API key guide covers that path.

Plan and role limits

Promptwatch's PDF report documentation lists reports, CSV exports, and schedules on Professional ($245/mo) and above, including Business ($579/mo), the agency plans, and Enterprise. Explore and Essential ($95/mo) open an upgrade prompt instead. The public pricing summary describes scheduled PDF reports as available to all customers, so check your own account if you're on Essential. The number of active schedules also depends on the plan. At the limit you get a "schedule limit reached" message and need to delete one.

On the agency side, Kick-off is $199/mo, Growth $399/mo, and Scale $799/mo, all with unlimited projects and 10 seats. Viewers can't create schedules. Creating and managing them needs a member or owner role, because schedules push data out of the app.

Our rule for the first month

We don't send a client the first scheduled edition blind. For the first four weeks the only recipient is the account lead. They read it, check that the filters and widgets still make sense, then forward it with commentary. Once the report has run clean for a month, the client goes on the recipient list.

If you'd like help setting up client reporting on Promptwatch, write to hello@1001seomedia.com.