Monthly customer reports

Every month Tenvara can make each customer a branded PDF report of the month before: tickets and SLA, devices, patching, backup, security, Microsoft 365, monitoring, uptime and time against their contract, and more where you provide it, with a plain-English summary, your own note and recommendations, and their health score on the cover. It then emails it to the customer's chosen contacts, publishes it to their portal, or holds it for you to check first.

How the monthly run works#

1. On the schedule day and time (by default the 3rd of the month at 08:00), Tenvara makes last month's report for every active customer with reports switched on.
2. Each report works out every section's figures once and keeps them, with the template as it was. A report always shows what it said at the time, even if a template or the data changes later.
3. It then does what the customer's delivery says: email the PDF, publish it to the portal (the email then links to it), both, or none.
4. If reports are held for review, it waits as Needs review instead, and the customer's account manager is told.

Set the schedule, delivery and review in Settings > Reports, on the Customer reports tab, and override them per customer on the customer's Reports tab (under Commercial on the customer's page). See Customer report settings and templates.

The customer reports list#

Go to Reports > Customer reports. The header shows the next run, the default delivery and template, with Templates and Make a report buttons. Waiting for review and Failed in the Reports sidebar open the list already filtered.

Each row shows the customer, the month, the status, the health score when the report was made, the headline figures (At a glance) and when it was sent. A failed report says why in place of its figures. Use Views for All reports, This month, Needs review, Failed and Sent, or filter by customer, month, status or template.

Click a row for a side panel with the summary, health, delivery, recipients and Open and PDF buttons.

Statuses#

Bulk actions#

Tick rows to Send, Publish, approve or Make again several reports at once.

Making a report by hand#

1. Click Make a report.
2. Choose the Customer and the Month.
3. Tick Send it once it is made to deliver it the customer's usual way, even if their reports are held for review. Leave it unticked to check it first.
4. Click Make the report.

Nothing goes to the customer unless you tick the box or send it afterwards. Making the same customer and month again replaces the report with one from today's numbers.

Reading a report#

Click a report to open it. The page shows the report exactly as the customer reads it, with the facts about it along the top: Health when made, Delivery, Template, the PDF size and pages, and when it was Made.

On the right:

• Account manager's note: your own note and recommendations (below).
• What this month looked like: the summary written from the numbers by fixed rules, as it appears in the report, and Worth acting on, the things the figures say need attention (admins without MFA, unused licences, unsupported operating systems and so on).
• Recipients: the account manager and the contacts it goes to, with Change.
• History: when it was made, sent, published, approved, downloaded from the portal, and anything that failed.

If Settings asks for it and AI is set up, the report also carries a summary written by AI from the same figures, always marked as written by AI. See AI assist.

The account manager's note#

The figures say what happened. The Account manager's note says what it means for the customer, in your own words, and what you recommend next. It is printed on the summary page, under the summary, as "A note from" the account manager and "Our recommendations", and it is in the emailed PDF and the portal copy.

1. Open the report and find the Account manager's note card on the right.
2. Press Add a note (or Edit).
3. Write the Note: what went well, and the one or two things worth talking about.
4. Press Add recommendation for each thing you recommend: a title, a sentence of why, a priority (critical, high, medium or low) and, if you like, one of the customer's quotes.
5. From the register copies an open item from the customer's recommendations register (from business reviews), with its quote.
6. Press Save note. The PDF is drawn again with it.

You can add up to 20 recommendations. The note can only be changed while the report is held for review or made but not sent; once it has gone out it is closed. History shows who changed it, and making the report again keeps the note.

Tip: Turn on Require the account manager's note on a template (Reports > Customer reports, the Templates tab) and every report made with it is held for review and cannot be approved until someone writes a note. It is the simplest way to make sure every customer hears from a person, not only from the numbers.

Actions on a report#

• PDF: download the PDF.
• The ... menu: Send now (to the contacts you choose), Take out of the portal or publish it, Make again from today's numbers, and a link to the customer's report settings.
• A report that needs review has an approve action. Approving sends it the customer's usual way.

Sections in the report#

A report opens with a cover (title, customer, month and health score) and the summary, then these sections in the template's order:

A report shows the customer's estate as it stood at the end of its month: made again later, a report for a month that has ended still lists the findings as they were then. When a backup failed during the month, the Backup section says what happened to it afterwards, so the customer is not left with a bare failure.

A section is left out when its module is off, the customer switched it off, or it has nothing to say for them (no tenant, nothing backed up or monitored, no compliance programme, never assessed for AI readiness, no hardening baseline on their devices). See AI readiness and Device hardening.

Reports in the customer portal#

Published reports appear on the Reports page of the customer portal, under My company, with their headline figures. By default portal managers and the report's recipients can see them. The download link is made for that contact, works for 10 minutes and also needs their portal session.

For a meeting rather than a monthly email, turn a customer's figures into slides instead: Make a presentation on a monthly report's page makes a Monthly service review deck for exactly that month. See Presentations.