Scheduled email reports inside BNTouch turn any Pik-a-Search filter into a recurring email that lands in the right person’s inbox on a chosen cadence. The configuration covers who receives it, when it sends (daily, weekly, monthly), and what content gets included. Each scheduled report sends with your company branding, the name of the report, and a brief summary of the records inside. Admins can route reports to any user on the account; regular LOs can typically only send reports to themselves. Editing, pausing, previewing, and bulk deletion all happen in the options tab under scheduled email reports.
“The pick a search tool allows you to find records in your bntouch crm using almost any filter or criteria. This is a great way to find client and partner files. Sometimes however you may want to get recurring updates on your mortgage [records]” [WA8OGA0c1J8 m0]. The honest framing.
Pik-a-Search handles the ad-hoc search case (you need this list right now). Scheduled email reports handle the recurring case (you need this list every Monday morning forever). The two patterns are complementary; scheduled reports are what turn a one-time analysis into an operational habit.
Where to create a scheduled report
The path goes through Pik-a-Search. “In the mortgages, partnerships, or recruiting tab, you can search for records that match any filters you set” [WA8OGA0c1J8 m1]. Build the search using Pik-a-Search as you would for any one-time pull. Once the result set looks right, you save it as a scheduled report instead of (or in addition to) a static saved report.
Configuring the report
The scheduled report editor exposes a small number of fields. The walkthrough names them in order:
Frequency / cadence
How often you want the email to fire. Daily, weekly, monthly. Pick based on what the report is for.
Recipient user
“Choose which user in your crm the report will be sent to. Normally you can only select yourself, but admin users can select any user in their account” [WA8OGA0c1J8 m2]. So an LO building a report for themselves can route the report to their own inbox. Admins can route reports to any team member, which is the right pattern for branch managers who want a specific cohort report landing in their LOs’ inboxes automatically.
Single recipient per report
“Only a single [recipient per report]” [WA8OGA0c1J8 m2]. So one report goes to one person. If you need the same data emailed to multiple people, you create the same report multiple times with different recipients. (Annoying, but explicit.)
Start date
“The selected email will be sent on the next interval after the start date you selected” [WA8OGA0c1J8 m3]. So if you set up a weekly report on a Tuesday with the cadence “every Monday,” the first email fires on the upcoming Monday, not immediately.
What the recipient sees
“This email will include your company branding and the name of the report, as well as a brief summary of the records included within” [WA8OGA0c1J8 m3]. So the recipient does not just see a CSV attachment; they see a formatted email with the brokerage’s branding, the report name (so they know what arrived), and a summary of the record set. Click into the report and you get the full record list.
“Mortgage reports, for example, will [include relevant mortgage-specific data columns]” [WA8OGA0c1J8 m3]. So the columns shown match the database the report was built against. A mortgages-database report shows borrower-side data; a partnerships-database report shows partner data.
Managing scheduled reports
All active scheduled reports live in the options tab. “In the options tab of your crm, in the scheduled email reports section, you will see a list of any reports you have active” [WA8OGA0c1J8 m4].
From that list you can edit, pause, resume, preview, or delete each report. From the walkthrough: “Edit it to change any settings, pause or resume it to temporarily stop it from being sent, or preview it to see what the email will look like” [WA8OGA0c1J8 m5].
Pause/resume is the underused control. If you go on vacation and do not want every scheduled report waiting in your inbox when you return, pause them all and resume when you come back. If a campaign is in flight and a report keeps surfacing records that are not actionable, pause until the campaign closes.
Admin visibility
One detail worth knowing. “Active administrative users will see active reports [across the entire account]” [WA8OGA0c1J8 m4]. So a branch manager logged in as admin sees every scheduled report any LO has set up, not just their own. This is useful for auditing report sprawl (an LO who has 30 active reports may have built more than they actually read) and for catching reports that should be retired.
A specific scenario: branch manager weekly LO report
A branch manager wants every LO on the team to receive a customized weekly report on the borrowers currently in their preapproved status who have been in that status more than 60 days. The setup:
Open mortgages tab, Pik-a-Search. Build the filter: status equals preapproved, days in status is greater than 60, assigned LO equals (will be customized per LO).
Save as scheduled email report. Configure: weekly, every Monday at 7am, recipient is the first LO. Click save.
Duplicate the report. Edit the filter: change assigned LO to the second LO. Edit the recipient to the second LO. Save.
Repeat for each LO on the team.
Every Monday at 7am, each LO sees the borrowers in their own pipeline who have been preapproved for more than 60 days. The LO calls the slow-moving files first thing in the morning.
The setup takes 20 minutes for a 5-LO team. The ongoing time savings: 30+ hours per quarter that LOs would otherwise spend manually pulling these lists.
Common scheduled report patterns worth setting up
Daily new lead summary. Every morning, list of new leads added in the last 24 hours. Useful for tracking speed-to-contact.
Weekly stale preapproval list. Preapproved borrowers more than 60 days in status. Triggers proactive outreach.
Weekly past borrower refi opportunity list. Past borrowers whose current rate is now meaningfully above market. Triggers refi conversations.
Monthly pipeline health audit. All active records by stage, time in stage. Triggers stage cleanup.
Monthly partner referral count. Partners by referral count this month. Triggers partner appreciation calls to top referrers.
Each is a 10-minute setup and a permanent operational habit thereafter.
Honest limits
One recipient per scheduled report. No native multi-recipient routing. If you need the same report sent to multiple people, you create copies with different recipients.
Cadence options are pre-defined. Daily, weekly, monthly. There is no “every Tuesday and Friday” or “the first Monday of every month” option exposed in the walkthrough. Stick to the standard cadences.
Pause does not retroactively backfill. If you pause a report and resume it three weeks later, the next email is the next scheduled instance, not the three you missed during pause.
Reports send what the search returns at run time. If a borrower’s status changed in the hour before the report ran, the borrower’s classification reflects that change. Reports are point-in-time snapshots, not historical accumulations.
Set up a scheduled report on your account
To walk through building a Pik-a-Search query and converting it to a scheduled email report, request a demo and ask the BNTouch team to walk through the configuration on a sandbox account. The mortgage CRM page covers the underlying database engine.
