Email Reports¶
Focus can send automated email reports summarizing employee computer activity. These reports are delivered to managers or designated recipients on a schedule you configure.
Setting Up Email Reports¶
Step 1: Configure Email Settings¶
- Open Focus settings with the admin password.
- Navigate to Employee > Email Reports.
- Enter the SMTP email settings:
- SMTP server -- Your email provider's SMTP server address (e.g.,
smtp.gmail.com) - Port -- Usually 587 (TLS) or 465 (SSL)
- Username -- The email account to send from
- Password -- The email account password or app-specific password
- Encryption -- TLS or SSL (TLS recommended)
- SMTP server -- Your email provider's SMTP server address (e.g.,
Step 2: Set Recipients¶
Add one or more email addresses to receive the reports. Click Add Recipient for each email address.
Step 3: Configure Schedule¶
Choose how often reports are sent:
| Schedule | Description |
|---|---|
| Daily | Sent each evening with the day's summary |
| Weekly | Sent every Monday with the previous week's data |
| Monthly | Sent on the 1st of each month with the previous month's data |
Step 4: Select Report Content¶
Choose what to include in the report:
- App usage summary -- Time spent in each application
- Website activity -- Sites visited and time on each
- Login/logout times -- When the workday started and ended
- Screenshot highlights -- Selected screenshots from the period
- Productivity score -- Overall productivity rating based on configured rules
Testing Email Delivery¶
After configuring, click Send Test Email to verify your settings. A test report is sent to all recipients. Check that:
- The email arrives in the inbox (check spam/junk folders)
- The content displays correctly
- Attachments (if included) can be opened
Gmail Users
If using Gmail, you may need to create an App Password instead of using your regular password. Go to your Google Account > Security > App Passwords to generate one.
Report Format¶
Reports are sent as HTML emails with the data formatted in easy-to-read tables and charts. A PDF attachment with the full report is also included for archival.
Troubleshooting Email Delivery¶
- Connection refused -- Verify the SMTP server address and port number
- Authentication failed -- Check username and password. Use an app-specific password if two-factor authentication is enabled.
- Emails in spam -- Ask recipients to whitelist the sender address
- No report sent -- Ensure the schedule is active and the computer was on at the scheduled send time