📧 How to Schedule a Saved Search to Email You Before Payroll

Applies to: Payroll users using ZonePayroll
Last updated: May 2025

Scheduling a Saved Search is a great way to stay ahead of payroll issues — like missing timesheets or incomplete employee setups. You can set it to email you (or your team) every week before payday, so you always have the information you need, without logging in.

🧭 What You’ll Need

• A Saved Search you’ve already created (e.g. “Employees Missing Bank Details”)

• Your email address (or your team's group address)

• Optional: Payroll calendar to time your alerts

🛠 Step-by-Step: Schedule Your Search to Email Weekly

Step 1: Open Your Saved Search

1. Go to: Reports > Saved Searches > All Saved Searches

2. Find your search (e.g. “Employees Missing Bank Details”)

3. Click Edit (not “Run”)

Step 2: Go to the “Email” Tab

• In the Saved Search editor, click the Email tab (top navigation bar)

• This is where you define who receives the search and when

Step 3: Configure Email Recipients

1. ✅ Tick: Send Email According to Schedule

2. Under Recipients, add:

   • Your own email (or)

   • A distribution list/group inbox for the payroll team

💡 You can also CC yourself or a backup team member if needed.

Step 4: Set the Email Schedule

1. Click Schedule (right side of the Email tab)

2. Choose:

   • Daily / Weekly / Monthly → Choose Weekly

   • Day of the Week → Pick the day before payroll (e.g., Monday or Wednesday)

   • Start Time → Pick a time like 7:00 AM (it runs based on your account’s time zone)

🧠 Best Practice:

• For weekly payroll, schedule it the day before you usually run pay.

• For monthly payroll, schedule it a few days before your cutoff for time and leave.

Step 5: Final Check and Save

• Confirm:

  • ✅ Email checkbox is ticked

  • ✅ Schedule is configured

  • ✅ Recipients are entered

• Click Save at the bottom of the page

That’s it! You’ll now get an automated email with the search results every week.

💡 Tips for Payroll Teams

• Name your search clearly so it’s easy to recognize in your inbox (e.g. “⚠️ Weekly Check – Employees Missing Bank Info”).

• Create multiple scheduled searches for:

  • Time not approved

  • Leave not processed

  • Employees with pay frequency errors

• Add a note in your payroll calendar to review the email before you start the pay run.

🆘 Troubleshooting