Monthly reports and branding

We prepare a PDF report for every site on the first of each month, covering the month before. It shows how well the site's connection and its devices stayed up, every incident, and how quickly your control room was told. The report carries your branding, not ours, so it can go to your client. You can also preview the current month at any time.

Before you start

Put your name on the report

Open Reports and choose the Branding tab. A Live preview of page one on the right updates as you type.

1. Logo: drop in or choose a PNG or JPEG of up to 1 MB. A transparent PNG looks best.
2. Accent colour: used for the cover band, headings and chart bars. After a logo upload the portal offers colours picked from it, or choose your own.
3. Name on reports: left empty, your organisation's name is used. It is also the sender name on report emails.
4. Contact email, Phone and Website: printed at the foot of every page. Replies from clients go to the contact email.
5. Introduction: a few lines on page one, above the numbers. Optional.
6. Footer line: one line at the foot of every page. Optional.
7. Show "Report produced with Relayant": a small grey line in the footer. Switch it off for a report with no mention of Relayant.
8. Save, then Download a sample PDF to see a whole report in your look.

The same name, logo and colour dress your alert emails and the invitations you send to your team, not only the report.

Choose when reports go out

On the Delivery tab, switch on Email reports on the 1st of each month. Emails go out at 2 am in your time zone, for the month just ended. Set Time zone first: it decides when a month starts and ends, and when the emails leave. The portal fills it in from your browser until you save one.

With the switch off, reports are still prepared on the first of the month and kept on the Reports tab. Every report stays there, whether or not it was emailed. The Privacy Policy says how long we keep them.

Send them to your team

Under Your team, type each address and press Enter, up to 20 addresses. Each person gets one email a month with the portfolio summary and the site reports attached. Up to 25 site reports travel in the email; the rest are on the Reports tab. The portfolio summary is one PDF for your own management: every site on one page, worst first, with totals. It does not go to a client.

The card Who receives what at the top of the tab says, in a sentence, who gets which report with your current settings.

Send each client their own site's report

Nothing goes to a client until you do both of these.

1. Switch on Also send each client their own site's report. The portal warns that this emails people outside your company.
2. In the table of sites below the switch, add the client's addresses next to their site, up to five. Each is saved as you press Enter. The same addresses are on the Reports card of the site's own page.

A client receives only that site's report, sent under your name with your branding and contact details. Reports name none of your people and carry no email addresses, so they can go to a client as they are. Check the addresses before the first of the month.

Set your control room's response target

The report can measure your control room against a target you set, not one we choose.

1. Open Alerts and choose Who gets told.
2. Switch on Response target for monthly reports and set Acknowledged within in minutes.

The target counts alerts sent by email, Slack or Microsoft Teams and acknowledged in the portal or from the acknowledge link. Alarm signals delivered to your monitoring software are handled there and are not counted. Without a target, the report has no response row.

Reading the report

• The cover names the site, the period and an overall status. Healthy means the connection and the devices were both up for almost all of the month. Needs attention means either fell well short, or a critical alert was still open at month end. Fair is in between.
• Connection uptime is the share of the month the site's link to Relayant was up. A site with more than one box is down only when every box is down.
• Device availability is the share of checks that every monitored device answered, taken together.
• Incidents counts the alerts that began in the month, leaving out information-only ones.
• Time to alert your control room shows how quickly your control room was told after each fault was confirmed, and by which route.
• Time to acknowledge is measured from the alert to the acknowledgement.
• The daily chart has one bar per day of device availability, or of connection uptime when no device is monitored.
• The device table lists every monitored device with its availability, how often it dropped off and its longest outage. Where monitoring started during the month, it says when. The worst device is first.
• The incident log gives each incident's start, what happened, how long it lasted, when your control room was alerted and when it was acknowledged. An incident delivered to your monitoring software and handled there reads Handled in your monitoring software, not as unacknowledged.
• Recommendations are a few plain sentences. A device that dropped off several times is probably a power or cable fault, worth a look on the next visit. When nothing applies, the report says no action is needed.

The report is written for your client. It names none of your people and carries no email addresses.

Download, preview and test

• On the Reports tab, pick a Month. Each site shows its status, uptime, availability and incidents, with Download for the PDF. Preview this month covers the month so far, worked out now and neither stored nor sent.
• Download portfolio gives the management summary for that month.
• Before the first monthly run, the tab offers Preview now for any site with a box.
• On a site's own page, the Reports card shows the client addresses, the latest report and Preview this month.
• On the Delivery tab, Send me a test emails one site's report to your own address only, exactly as a recipient gets it. Up to three an hour.

Something in this guide is wrong or missing? Tell us: [email protected].