Report recipients
A report recipient is an email address selected to receive governance reports for one Site. Adding a recipient does not give them a Flowpane account or access to the Workspace. Use recipients to share a report with an authorised colleague or client without sharing your sign-in.
Report email is available on Sites whose plan includes governance reports. Managing recipients and sending reports require the appropriate administrative authority. Editors can generate reports but their role alone does not allow recipient management or email sending. See Roles and permissions.
How recipients are added
- Choose your Workspace in Flowpane, open the Site and choose Reports.
- Find Report recipients. If it is unavailable to you, ask the Site's administrator to manage recipients.
- Enter one email address and select Add recipient. Check the spelling and confirm that sharing this Site's information is appropriate.
- Read the returned status; an address being accepted by the form is not itself confirmation that it can receive reports.
Flowpane distinguishes two cases:
- Member recipient: an eligible current member of the Site's Workspace becomes Active immediately. Membership is checked again before delivery; a removed or deactivated member stops being eligible on that basis.
- External recipient: an address outside the Workspace becomes Awaiting confirmation and receives an invitation to opt in. It becomes Active after the recipient follows the confirmation link and confirms.
For example, an existing Workspace colleague may become Active at once, while a client's external reporting address needs confirmation. A pending team invitation is different from existing Workspace membership. Each Site supports up to 25 recipients in its current list, including entries awaiting confirmation or currently not receiving reports. Removed entries do not count towards that limit. The limit is separate from the Active delivery status; an existing opt-out is not overridden by adding the address again.
Recipient statuses
| Status | Meaning and next action |
|---|---|
| Active | Currently eligible for report email for this Site; review who should receive the next report. |
| Awaiting confirmation | External opt-in is outstanding; ask the recipient to check the invitation. |
| Confirmation expired | The link can no longer be used; use the offered resend action for a fresh invitation. |
| Unsubscribed | The address opted out; it must opt in again before delivery. |
| Reported as spam | The recipient reported unwanted mail; respect that decision and review the reason with them. |
| Not a member anymore | Membership-based eligibility has ended; review the person's access and the offered next action. |
| Not receiving reports | The address is recorded but currently ineligible; read the explanation beside it. |
| Removed | Removed from this Site's report list; it will not receive the next report unless restored and eligible. |
Active here is a recipient state, not the Site lifecycle state or proof of inbox delivery. Consent and delivery are separate records.
Admin actions
- Resend confirmation requests another confirmation invitation when offered. A cooldown may require you to wait; repeatedly selecting it does not speed delivery.
- Remove stops this Site's future report delivery to the address. Confirm the intended address before accepting the removal.
- Restore reinstates a removed Site association where offered. It does not cancel an opt-out or create consent; check that the resulting status is Active.
- Ask to opt in again requests fresh consent where re-consent is offered. The recipient must confirm before becoming eligible again.
Recipients can use Unsubscribe or Report as spam in report mail. Workspace membership and report subscriptions serve different purposes; removing someone from a report list does not remove their Workspace access.
What the recipient receives
The invitation explains why the address was added and offers confirmation. A report email shares the generated Site snapshot and its PDF. It does not grant access to other Sites. Check report contents before distribution, particularly when reports contain client or stakeholder information. Recipient invitation times are labelled UTC.
Sending a report
Generate a report or open a stored report in Reports, then use the offered send action. At least one Active recipient is required. Flowpane rechecks eligibility before sending, so a removal or opt-out can prevent delivery even after a send was requested.
Review Queued, Sent, Partly sent or Could not send in report history and the per-recipient detail in the report view. Sent records the sending outcome; it does not establish inbox placement or that the recipient read the report. See Governance report.
Reporting settings
Report email is an explicit action. Monthly scheduled report emails and automatic report sending are unavailable; an inactive cadence preference does not send anything. Health digests are separate and also unavailable.
Troubleshooting
For Awaiting confirmation, check the entered address, spam folder and link expiry. Ask the recipient to use the latest valid invitation. For a disabled Send action, review recipient status, role and plan. For Partly sent, review each recipient before deciding whether another send is necessary; avoid resending to everyone solely because one person did not receive mail.
Activity records report-recipient changes. Recipient email addresses are visible only to users authorised to manage report recipients for the affected Site. Access to Activity itself depends on the surface and your authority. See Activity and audit and Troubleshooting.
Invite report recipient
To invite a report recipient, add the address from the Site’s Reports area and follow the member or external confirmation path above. For email reports, check Active recipients and select the explicit send action; a saved address alone does not schedule delivery.