Sharing a report
Hand any report to someone outside the app — a one-off PDF, a live link they open in a browser, or a scheduled email — with per-share control over what's shown.
Every report — Hours, Profitability, AI Capture, and Mileage — has one Share button, and it opens the same four ways to get the report out:
Creating a live link, or emailing a report to an address outside your workspace, needs a confirmed email on your own account. If yours isn't yet, the banner at the top of the app has a Resend link.
| Tab | What it does | Best for |
|---|---|---|
| Export | Downloads a CSV of every row in view | Crunching numbers in Excel, Sheets, or accounting |
| Opens a clean, formatted print view | A tidy file to hand to a client | |
| Link | A live web page anyone (or only invited emails) can open | An always-current view, no account needed |
| Sends the report on a schedule | A recurring recap that lands in an inbox |
Whatever you've filtered and dated on the report is exactly what you share — the modal says so: "Your current filters and date range apply to whatever you share here." Narrow the report first, and every tab inherits it. Filter to one client and the report even names itself after them ("Globex Hours Report").
Choosing what's in it
The PDF, Link, and Email tabs each have an Include section — a collapsible panel that starts closed with a one-line summary of what's on. Open it to turn parts of the report on or off:
- Sections — charts and summaries like Hours over time or the Breakdown graph.
- Grouping — how the breakdown is grouped (by client, project, person, or task type).
- The full list — the underlying time entries, trips, or line items, and which columns they show.
Each share keeps its own choices, so a client PDF can stay high-level while a link carries the full entry log. The row-level list is off by default on a link and on in a PDF, and it's never sent in an email (an email is a summary, not a data dump).
Hiding a column doesn't just blank it visually — that field is left out of what a link or PDF actually contains. Turn off Person on a shared Mileage log and viewers can't see who drove, because the names never leave the app.
Money follows your permissions
A share can only reveal money you can see. On Profitability, cost and margin need See costs, and there's no setting that shares cost or margin on a public link or email — it's excluded on the server. Billable figures follow See billing. The plain Hours report is hours-only for everyone, however it's shared.
Export and PDF
Export downloads the CSV straight away — see Exporting your time for the columns. PDF opens a print view in a new tab; use your browser's Save as PDF. Both are one-and-done files — a snapshot of the report as it looks right now.
A live link
A link is a web page at its own unguessable URL that recomputes each time it's opened — always current, no login, no ProjectPacer account.
From any report, click Share, then the Link tab.
Give it a name, choose who can open it (below), and set the Include controls.
Click Create link and Copy the URL to send it.
Who can open it
Three access modes, the same as a client dashboard:
- Anyone with the link — no gate; whoever has the URL can open it.
- Ask for their email — a soft gate: they type an email first (remembered on their device). It's so you know who's looking, not a login.
- Require a verified email — they get a one-time code by email and must enter it.
For either email mode you can limit who's allowed — add a whole domain (acme.com) or a specific address (sam@acme.com), or leave it open to any email.
Managing a link
- Expires — under Link options: in 30, 90, or 365 days, on a specific date, or never. Links default to 90 days.
- Edit — click back into a link to change its access, contents, or expiry without minting a new URL.
- Revoke — kill a link instantly; that URL stops working for everyone.
- Views — each link shows how many times it's been opened.
An Anyone with the link URL is unguessable and hidden from search engines, but anyone you forward it to can open it. For one person's eyes, use an email mode.
A scheduled email
The Email tab sends the report to a set of recipients on a recurring schedule — a Monday hours recap, a monthly engagement summary — with no cron to set up on your end.
On the Email tab, click New send.
Add recipients, then set a cadence — Daily, Weekly (on chosen days), or Monthly, at a time you pick. Reports go out within about 10 minutes of that time.
Choose Never, on a date, after a number of sends, or — for a single engagement — when the engagement ends.
Existing schedules are listed with their cadence, recipient count, and end, and you can edit or turn any of them off. The email itself is a scannable summary; it never includes the full row-level list. Click the recipient count to expand the list and see each recipient's status — Receiving, Unconfirmed (hasn't confirmed yet), or Unsubscribed (opted out) — so you always know who's actually getting it and why.
Every report email has a one-click unsubscribe, and a Manage preferences link where a recipient chooses which reports they get. They can unsubscribe and resubscribe themselves any time — you can't re-subscribe someone on their behalf (that's what keeps you compliant). If someone lost their link, they can request a fresh one at /prefs/recover.
The first time you put an address outside your workspace on a recurring report, that person gets a short note asking them to confirm they want it — a one-time step that keeps a subscription from landing in an inbox that never asked for it. They start receiving the schedule as soon as they confirm; until then, the schedule shows an unconfirmed marker with the count still waiting. Expand the recipient list and, next to anyone still unconfirmed, use Resend to send the confirmation again (a brief cooldown prevents spamming). Resend only appears for unconfirmed recipients — never for someone who unsubscribed. Teammates inside your workspace never need to confirm.
A one-time send doesn't ask: you've confirmed you have permission to email them, so the report goes straight out, with the same unsubscribe link, and anyone who has unsubscribed from your workspace still doesn't get it.
Creating a Link, or emailing a report to an address outside your workspace, requires the Manage sharing permission (owners and admins by default). Without it, the Link tab is hidden and external recipients are blocked — Export, PDF, and emails to teammates still work. This keeps "who can send our data out" a deliberate grant.
The CSV columns and what the plain export does (and doesn't) carry.