> ## Documentation Index
> Fetch the complete documentation index at: https://docs.goguardian.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Set Up Smart Reports

> Create recurring, AI-generated reports in GoGuardian Hall Pass to answer specific questions about your site's pass activity on a consistent schedule.

Smart Reports are recurring, AI-generated summaries based on your Hall Pass data. You write a question, set a schedule, and choose which staff receive the report. GoGuardian Hall Pass generates the report automatically and notifies subscribed staff when it's ready.

Hall Pass does not share student names or emails with its AI partners.

## Create a Smart Report

1. Go to **Smart Reports** in the Hall Pass sidebar.

2. Select **Create Smart Report**.

3. Enter a **Name** for the report.

4. Optionally, enter a **Description**.

5. Enter your question in the **Question for AI Agent** field.
   * If you need to reference a specific student, select **Insert User ID** to insert that student's Hall Pass user ID into the query. Hall Pass does not share student names or emails with its AI partners.

6. Select a **Cadence**:
   * **Daily (M-F):** the report runs every weekday
   * **Weekly:** the report runs once per week

7. If you selected **Weekly**, choose a **Day of Week**.

8. Select a **Time of Day** for the report to generate.

9. Add **Subscribed Staff** (the staff members who will receive a notification when this report is ready).

10. Select **Save**.

11. Verify the result: The new Smart Report appears in your Smart Reports list. Subscribed staff receive a notification each time it generates on the schedule you set.

## Manage Smart Reports

From the Smart Reports list, select a report to open its detail page. From there you can:

* **Edit Report:** update the name, description, question, schedule, or subscribed staff
* **Copy:** duplicate the report as a starting point for a new one
* **Delete:** permanently remove the report
* **Past Reports:** view previously generated versions of this report

## Write Effective Questions

The **Question for AI Agent** field determines what the report analyzes. Focused, specific questions produce more useful results.

* Ask questions that align with a decision you need to make (for example, "Which locations had the highest pass volume last week?").
* Include a time window in your question (for example, "last week" or "past 30 days") so results are consistent across runs.
* Create separate reports for different goals instead of combining unrelated topics in 1 question.
* Review the output after the first run and refine the question over time for clearer results.

## Troubleshoot Smart Reports

**Report didn't save.** A name, a question, and at least 1 subscribed staff member are required. Confirm all 3 fields are filled in before saving.

**Weekly report won't save.** Weekly reports require a selected **Day of Week**. Select a day and try saving again.

**Report didn't run at the expected time.** Reports run based on the site time zone, not the viewer's device time. Confirm your site time zone in **Site Settings** if the timing seems off.

**Results reference the wrong period.** If you didn't include a time window in your question, the AI agent may interpret the scope differently across runs. Add a specific window like "last week" or "past 7 days" to your question.