> ## Documentation Index
> Fetch the complete documentation index at: https://docs.ofatoura.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Automated schedules and scheduled reports

> Set up recurring WhatsApp messages — low-stock alerts, operations summaries, subscription reminders, and PDF sales reports — delivered automatically to your staff on any frequency you choose.

Automated schedules let you push proactive information to your team without anyone remembering to check. You can configure recurring alerts (low stock, subscription expiry, operations summaries) and automated PDF sales reports — all delivered directly to selected staff roles via WhatsApp on a schedule you control.

<Warning>
  Your WhatsApp gateway must be active before any scheduled messages or reports can be delivered. If you see a warning banner at the top of the WhatsApp Notifications page, contact your account administrator to complete the gateway setup before proceeding.
</Warning>

***

## Automated message schedules

Go to **Settings > WhatsApp Notifications > Automated Message Schedules** in the web admin.

Each schedule type can be enabled or disabled independently. When enabled, you configure how often messages are sent, what time they go out, and which staff roles receive them.

### Available schedule types

| Schedule type                    | What it does                                                                                                                                                                             |
| -------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Low stock alert**              | Monitors inventory levels automatically every 5 minutes and sends an alert when any item falls below its minimum threshold. No delivery time needed — it runs continuously when enabled. |
| **Subscription expiry reminder** | Sends a reminder to selected roles when your oFatoura subscription is approaching its expiry date.                                                                                       |
| **Operations summary**           | Delivers a summary of your branch's operational activity on a recurring basis.                                                                                                           |

### Setting up a schedule

<Steps>
  <Step title="Open Automated Message Schedules">
    In the web admin, go to **Settings > WhatsApp Notifications** and find the **Automated Message Schedules** section.
  </Step>

  <Step title="Enable the schedule type">
    Toggle the switch next to the schedule you want to activate (for example, **Subscription Expiry Reminder** or **Operations Summary**).
  </Step>

  <Step title="Choose a frequency">
    Select how often the message should be sent:

    * **Daily** — sent every day at your chosen time
    * **Weekly** — sent on a specific day of the week at your chosen time
    * **Monthly** — sent on a specific day of the month (1–31) at your chosen time
  </Step>

  <Step title="Set the delivery time">
    Enter the time in HH:MM format (24-hour clock) when the message should go out.

    For weekly schedules, also select the **day of the week**. For monthly schedules, select the **day of the month**.
  </Step>

  <Step title="Select recipient roles">
    Use the **Recipient Roles** dropdown to choose which staff roles should receive the message. You can select multiple roles.
  </Step>

  <Step title="Save">
    Changes save immediately. The schedule becomes active straight away.
  </Step>
</Steps>

### Low stock alert

The low stock alert works differently from other schedule types — it does not have a fixed delivery time. Instead, it checks your inventory every 5 minutes around the clock. When any item drops below its minimum stock level, an alert is sent immediately to the roles you selected.

<Steps>
  <Step title="Enable the Low Stock Alert">
    Toggle the **Low Stock Alert** switch on.
  </Step>

  <Step title="Select recipient roles">
    Choose which roles should receive the alerts. Kitchen managers or inventory staff are good choices.
  </Step>

  <Step title="Save">
    Monitoring starts immediately. No delivery time is needed.
  </Step>
</Steps>

<Tip>
  Low stock thresholds are set per inventory item. If you are not receiving alerts when you expect to, check that minimum stock levels are configured for your items in the Inventory section.
</Tip>

***

## Scheduled sales reports

Go to **Settings > WhatsApp Notifications > Report Schedules** in the web admin.

Report schedules send a PDF sales summary to selected staff roles automatically. There is no manual action required once a schedule is set up — the report generates and delivers itself.

### Report content

Every sales report includes:

* Total number of orders
* Total revenue
* Net revenue (after discounts)
* Tax collected
* Discounts applied
* Average order value

### Setting up a report schedule

<Steps>
  <Step title="Open Report Schedules">
    In the web admin, go to **Settings > WhatsApp Notifications** and find the **Report Schedules** section.
  </Step>

  <Step title="Enable the report type">
    Toggle on the report frequency you want:

    * **Daily Sales Report**
    * **Weekly Sales Report**
    * **Monthly Sales Report**

    You can enable more than one.
  </Step>

  <Step title="Set the delivery time">
    Enter the time (HH:MM) when the report should be delivered. For a daily closing report, a time shortly after your last service of the day works well.
  </Step>

  <Step title="Select recipient roles">
    Use the **Recipient Roles** dropdown to choose who receives the PDF report. Managers and owners are typical recipients.
  </Step>

  <Step title="Save">
    The schedule is active immediately. The first report will be delivered at the next scheduled time.
  </Step>
</Steps>

<Note>
  Reports are delivered as PDF attachments in the WhatsApp message. Staff members must have a WhatsApp-registered phone number on their profile for delivery to work.
</Note>

***

## Permissions

These settings are available to users who have access to the WhatsApp Notifications section of Settings. The WhatsApp module must be included in your restaurant's subscription plan for these features to appear.

***

## Related

* [Notification preferences and gateway status](/whatsapp/notification-preferences)
* [WhatsApp Notifications overview](/whatsapp/index)
* [Inventory reports and settings](/inventory/reports-and-settings)
* [Sales, item, and category reports](/reports/sales-item-category)