If you’re in charge of making sure your B2B sales team actually sees (and uses) the reports you build in Grow, you know the drill: Send too much, people tune out. Send too little, they miss key info. Schedule it wrong, and nobody sees anything. This guide cuts through the noise—no “thought leadership,” just hands-on advice you can use to schedule and share Grow reports so your team actually pays attention.
Who should read this
- Sales ops folks tasked with distributing dashboards
- Managers tired of hearing “I never saw that report”
- Anyone who wants less confusion and more action from their sales numbers
1. Figure out who really needs to see what
Before you even touch scheduling, get clear on who actually needs which reports. Sending everything to everyone is a great way to get ignored.
How to audit your audience:
- List your sales roles: Account execs, SDRs, managers, ops, leadership—write them out.
- Map reports to roles: Which reports are truly useful to each group? Be ruthless. If someone’s never acted on a report, consider dropping them from the list.
- Ask your team: Check in with a quick poll or Slack message: “Which Grow reports do you actually use? What’s missing?”
Pro tip: If you’re not sure a report is valuable, leave it out for a cycle. If nobody screams, it probably wasn’t.
2. Clean up your reports before sharing
Nothing kills engagement like a cluttered or confusing report. Before you set up sharing, do a quick “spring cleaning.”
Checklist:
- Remove dead metrics: If it’s not driving decisions, cut it.
- Label everything clearly: “Q2 Pipeline” means nothing without context. Add descriptions or tooltips.
- Check mobile readability: If your team checks reports on their phone, open them up and see what breaks.
- Consolidate duplicates: Multiple versions of the same data? Pick one.
- Update stale filters: Make sure date ranges and filters are current.
Honest take: Don’t get sucked into making the “perfect” dashboard. Aim for clear and “good enough.” You can always tweak later.
3. Nail your scheduling timing
This is where most report sharing falls apart. If your email lands at the wrong time, it gets buried. Here’s how to get it right.
Think about when your sales team works
- Morning wins: Most reps check email first thing. Early morning (before 8:30am) tends to work best.
- Avoid Mondays: Mondays are catch-up days. Your report will likely get lost.
- End-of-day? Rarely: People are winding down—not digging into numbers.
Use Grow’s scheduling features wisely
Grow lets you send reports at specific times and frequencies. Here’s what actually works:
- Daily quick-hits: For things like new leads or yesterday’s activity, daily summaries are fine—but keep them short.
- Weekly deep dives: Pipeline reviews, win/loss analysis, or territory snapshots—these rarely need to be more frequent than weekly.
- Monthly overviews: Bigger-picture stuff (quarterly goals, overall health) fits here.
Common mistake: Don’t just copy/paste your CRM’s email schedule. What works for Salesforce reports might not fit Grow’s data or your sales rhythm.
4. Choose your sharing channels (and don’t overdo it)
Just because you can send Grow reports by email, Slack, and in-app doesn’t mean you should blast all channels.
What works:
- Email: Good for regular summaries and when you need a paper trail.
- Slack: Great for real-time alerts or urgent updates. But easy to ignore if overused.
- Direct link (in Grow): For dashboards people need to interact with—link from your team wiki, CRM, or pinned browser tab.
What to skip:
- Pushing everything to everyone: Pick one main channel per audience.
- Multi-channel overload: If someone gets the same report by email and Slack, they’ll just mute both.
Pro tip: Ask your team, “Where do you want these updates?” A little buy-in goes a long way.
5. Set up sharing and scheduling in Grow
Here’s how to actually do it (without getting lost in menus):
A. Choose your report or dashboard
- Open the dashboard you want to share in Grow.
- Double-check filters (see Step 2).
B. Click “Share” — but pause before blasting
- Decide: Share a snapshot (PDF/image), or a live dashboard link?
- For simple metrics or leaderboards, snapshots work fine.
- For interactive filtering, send the link.
C. Configure your schedule
- Click “Schedule Email.”
- Pick your audience (individuals, groups, or public link).
- Set the frequency (daily/weekly/monthly) and time.
- Add a subject line people will recognize (“Weekly Pipeline Update,” not “Report #4”).
- Write a quick note in the body—set expectations, call out key changes.
D. Test it yourself first
- Send a test to yourself or a small group.
- Check for broken charts, weird formatting, or missing data.
- Tweak before rolling out to the full team.
Honest take: Grow’s scheduling isn’t the most flexible in the world. If you need ultra-granular timing or weird recurrence patterns, you might have to get creative (or use Zapier).
6. Track what gets opened (and what’s ignored)
Don’t assume “sent” means “read.” Most tools—including Grow—don’t give perfect open rates, but you can get a sense:
- Ask: Literally ask, “Did you see this week’s update?” in your next team meeting.
- Watch for questions: If nobody ever replies or asks about the numbers, they’re probably not looking.
- Check activity logs: Grow shows some basic access logs.
- Iterate: If a report’s always ignored, change the timing, channel, or content—or kill it.
Pro tip: Less is more. If you send fewer, better reports, engagement usually goes up.
7. Keep feedback loops open
Your sales team’s needs will change. Don’t set and forget—schedule a quick check-in every quarter:
- “Are these reports still useful?”
- “What do you wish you could see?”
- “Anything confusing or missing?”
Use the answers to prune, combine, or rework your scheduled reports.
8. Common pitfalls to avoid
- Death by dashboard: Too many reports = nobody reads any of them.
- Overly broad sharing: If the CEO doesn’t need to see the daily lead list, don’t CC them.
- Ignoring mobile: Sales reps are often on the go. If your report is unreadable on a phone, it won’t get used.
- Forgetting time zones: If you’ve got reps across regions, pick a schedule that makes sense for most—or segment by region.
9. Templates: Save yourself time
If you find yourself rebuilding the same report for different territories or teams, use Grow’s templates or duplicate feature.
- Create a “master” dashboard
- Duplicate and tweak filters for each team
- Set up separate schedules as needed
This beats juggling dozens of nearly-identical dashboards.
Final thoughts: Keep it simple, iterate often
The best Grow report schedule is the one your team actually reads and acts on. Start simple—one or two core reports, sent at the right time, to the right people. Get feedback, trim the fat, and don’t be afraid to cut what isn’t working. Tools change, sales teams evolve, and your reporting should too.
If you keep your process lean and tuned to what your team really uses, you’ll spend less time wrangling dashboards—and more time closing deals.