Getting Started with Maintenance Reports in WP Umbrella

Generating and sending automated maintenance reports to your clients is an excellent way to showcase the quality of your work. In this guide, we'll show you how to create and send beautiful maintenance reports to your clients automatically using WP Umbrella.

Step 1: Log in to your WP Umbrella dashboard and click on "Reports", then click on "Create Your First Maintenance Report Template".

Step 2: Fill out the general template information

The template name will help you order your templates in WP Umbrella.
The report title will appear on the front page of your report.
The selected language will automatically apply to your reports.
The date and time formatting will impact the way the date and time are displayed in the report.
The branding information will also apply automatically in the report.

Step 3 : Define the content of your report

The welcome and closing messages allow you to add a custom message to your clients at the start/end of the report.
The overview is a brief summary of all the other sections.
The analytics section allows you to add Google Analytics data directly into the report. - This only works with Google Analytics V4.
The performance and uptime section allows you to share performance and uptime data with your clients.
The Updates section will list the history of all the updates performed on the website.
The backup section will give information about the number of backups made, the last backup available, and the automatic backup frequency.
The security section embeds general information about the security of the website.
The custom work section allows you to add any kind of tasks that are not automated by WP Umbrella.

Every section can be activated/deactivated and reordered using our drag-and-drop system. You can also customize all headings and subheadings by clicking on "Edit".

Step 4 : Define the content of the email that we are going to send to your clients

Note that you can define a sending name (e.g., "Samyak Yoga") that will be used by email clients, as shown in this screenshot. This will help you be better identified by your clients.

In addition, you can also customize the sending domain if you don't want your client to know that you use WP Umbrella.

Step 5 : Using variables in WP Umbrella

To save time, you can automatically retrieve your clients' data and include them in the reports using variables. Find below the existing variables:

[[client.firstname]]	First name of the client
[[client.lastname]]	Last name of the client
[[client.company_name]]	Company of the client
[[project.base_url]]	URL of the website(s) owned by the client in WP Umbrella
[[client.phone]]	Phone number of the client
[[client.website_url]]	URL of the website of the company of the client.

You can easily insert these variables by clicking on the corresponding buttons.

Variables can be used in the welcome/closing messages and in the emails that you send to your clients.

Step 6 : Activate automation

Once everything is set up, you can automate the generation and sending of the report. Just define your frequency and the next scheduled date.

Step 7 : Link your websites to your template.

Then, you have to decide on which of your website you want to apply the template to. Just select the websites and click on " Link Template ".

Step 8: Make sure that Google Analytics properties are connected, and that you are sending your reports to the right person.

And that's it. You are good to go!