ClearPoint’s scheduling and automation tools make it easy to reduce manual effort by automating data uploads, reminders, and report generation. By scheduling automatic data loads and sending reminders to users at the right time, you can ensure the information you need is ready for reporting—without chasing updates.
From there, you can lock reporting periods to prevent last-minute changes and ensure consistency. Administrators can then review and adjust information before reports are automatically generated and shared. During meetings, Action Items can be captured live, and once the meeting ends, a Briefing Book of Action Items can be generated and shared so everyone knows the next steps.
Here’s how that might look in a typical month:
Follow the steps below to set up your own streamlined reporting process in ClearPoint.
Step 1. Set a Schedule for Your Data Loader Packages
The first step is to schedule your Data Loader packages. This determines when data is automatically pulled from your source systems and uploaded into ClearPoint.
The Data Loader can pull data from:
Excel files
CSV files
SQL queries
For instructions on setting up and scheduling Data Loader uploads, see the Data Loader Help Center article.
Once your data is uploaded:
Calculations run automatically
Charts, evaluations, and statuses update
Summary reports reflect the latest data
When users log in, they’ll see up-to-date data ready for review and analysis. Users may also receive alerts if performance has gone off track for the reporting period.
Step 2. Set Up a Reporting Workflow and Send Reminders to Data Owners
Once data is loaded, users can log in to add qualitative updates and analysis.
As an Administrator, you can create a Reporting Workflow that defines:
The reporting period
The workflow timeline
Assigned users and responsibilities
Instructions for completing updates
After defining the workflow and selecting the appropriate scorecards, configure a Email Reminder to notify assigned users.
Workflow emails can:
Be customized with instructions and deadlines
Be sent to owners, collaborators, or other assigned users
Include direct links to users’ My Updates view and element detail pages
Finally, schedule the Workflow Email to send automatically. The initial email should typically be sent after the Data Loader completes and on the workflow start date.
Step 3. Users Update Their Information
Once users receive the Workflow Email, they can log in to ClearPoint and open their My Updates view.
From My Updates, users can:
See all assigned tasks for the reporting period
Navigate directly to the elements they need to update
Make inline updates on detail pages
Mark tasks as complete
Each user sees a personalized list of updates, making it fast and easy to add context and complete responsibilities on time.
As tasks are completed, progress is tracked automatically. Once all tasks are done—it’s time to celebrate.
Step 4. Track Progress and Send Follow-Up Workflow Emails
The Workflow Dashboard allows Administrators to track update progress across all assigned users.
If deadlines are approaching and tasks remain incomplete, you can send a follow-up Workflow Email to remind users of their responsibilities and prompt completion.
Step 5. Schedule ClearPoint to Lock Automatically
To avoid last-minute changes, you can schedule reporting periods to lock automatically once updates are complete.
Locking a period:
Prevents further changes to data
Ensures leadership reviews a consistent set of information
Gives administrators time to prepare meeting agendas
Follow the instructions in this Help Center article to schedule a period lock.
Step 6. Schedule Your Briefing Book to Generate and Email Administrators
Next, schedule a Briefing Book to generate automatically and be emailed to administrators once:
Updates are complete
The reporting period is locked
Briefing Books are generated from templates managed in Templates & Documents, and each recipient can receive a customized version with the information most relevant to them.
Follow the instructions in this article to schedule Briefing Book generation.
Step 7. Administrators Log In and Add Their Changes
After reviewing the Briefing Book, administrators can log in to ClearPoint to:
Add analysis or commentary
Refine charts or visuals
Add notes or questions for leadership discussions
This ensures the report is finalized and aligned before distribution to leadership.
Step 8. Schedule Your Briefing Book to Email the Leadership Team
Once administrators finalize the report, set a second schedule to automatically generate and email the Briefing Book to the leadership team.
This read-ahead ensures:
No surprises during meetings
Leaders arrive prepared
Discussions stay focused on decisions and actions
The Briefing Book can be tailored to include a high-level summary or full detail—whatever best supports your leadership team.
Step 9. Capture Action Items Live During the Meeting
During the meeting, log in to ClearPoint and use it live to guide discussion.
As decisions are made:
Create Action Items
Assign owners and due dates
Confirm next steps before adjourning
All attendees reference the same version of the report, ensuring alignment.
Step 10. Schedule a Briefing Book of Action Items
After the meeting, schedule a Briefing Book that includes only Action Items and automatically email it to your team.
This ensures:
Anyone who missed the meeting has visibility
Owners clearly understand responsibilities
Action Item deadlines are less likely to be missed
Bonus Step!
Because ClearPoint allows you to schedule key tasks in advance, you can prepare future reporting periods ahead of time—before the current cycle even ends.
Want to see all schedules in one place? Check out the Schedules Calendar article.
Now sit back, relax, and let your reports manage themselves—so you can focus on executing your strategy.