> AI agents: this is one page from Mammoth Analytics documentation. The index of all pages as Markdown is https://mammoth.io/docs/llms.txt. Append `.md` to any docs URL, or send `Accept: text/markdown`, to get Markdown.

# Email dashboard updates to viewers automatically

> Email the people a Mammoth dashboard or collection is shared with its headline KPIs, on new data or a schedule, with preview, test send, status and unsubscribe.

Email updates send the people a dashboard or collection is shared with its headline numbers, either when new data is published or on a schedule. Turn them on in the **Email updates** section of a dashboard's **Share** panel or a collection's Share window. Dashboard editors set it up once, and everyone it's shared with gets the emails, including people you share with later.

To email a View's rows as a file instead, use an **Email** export (see [Send to files, apps and APIs](https://mammoth.io/docs/learn/share-and-export/send-to-files-and-apps/#email-a-view-as-a-file-after-every-update)) or a [Messaging automation](https://mammoth.io/docs/learn/automate/messages/).

## Before you start

| Shared item | Where to find **Email updates** |
| --- | --- |
| A dashboard | The Share panel, in the **Email updates** section under the viewers. See [Publish and share a dashboard](https://mammoth.io/docs/learn/share-and-export/share-a-dashboard/) |
| A collection | The collection's Share window, below the people it's shared with. See [Collections](https://mammoth.io/docs/learn/share-and-export/collections/) |
| From Audience | Under the people list, "Rather put the numbers in front of them each time the data changes?" with **Email them updates** |

For a dashboard, the section appears once the dashboard has been published with **Sign-in required** access and has at least one viewer. Email updates go to signed-in viewers only, so a public link doesn't show it.

When there's nobody to send to, the section reads "Share it with someone first. Updates go to the people it's shared with." and the toggle stays off.



## Turn on email updates

1. Open the **Email updates** section.
2. Turn on the toggle. While it's off, the line under it says who would get them, for example "Email these 12 people each dashboard's headline numbers when the data changes."
3. The section opens for editing. Choose when to send and which numbers, as described below. Each choice saves straight away.
4. Click **Done** to fold the section back to its summary line. Click **Edit** to open it again.

The audience line reads "To the 4 people above. Anyone you share with later gets them too." When some have unsubscribed it reads, for example, "To 3 of the 4 people above (1 unsubscribed)." For a collection, the line can also say "2 of them haven't opened it in 30 days."

## Send on new data or on a schedule

Under **Send**, pick one:

| Option | When it sends |
| --- | --- |
| **When new data is published** (default) | "At most once a day, at 9:00 the morning after the data changes." Mammoth checks once a day at 9:00 in the update's time zone (shown in the hint, for example "(Europe/London)") and sends only if a dashboard's data was published since the last email. Changes to several dashboards go in one email |
| **On a schedule** | At a fixed time, whether or not anything changed. "If nothing changed since the last one, it still goes out and says so." |

For **On a schedule**, choose a repeat and a time:

| Repeat | Sends |
| --- | --- |
| **Every weekday** | Monday to Friday |
| **Every Monday** | Once a week, on Monday |
| **1st of the month** | Once a month, on the 1st |

The time list runs on the hour, from 00:00 to 23:00. The default is 09:00. Times use the time zone shown under the choice, which is your browser's time zone when you first set the update up (for example "In the schedule's time zone (Europe/London)").

The first email goes out "the morning after the data next changes" for new data, or "at the next scheduled time" for a schedule.

## Choose which KPIs go in the email

Under **Numbers**, each dashboard sends "The first 3 KPIs on each dashboard" by default. Click **Choose** to pick others:

- Each published dashboard is listed with the KPI cards you can pick.
- You can pick up to 3 numbers per dashboard. Once 3 are ticked, the others are disabled until you untick one.
- At least one number stays picked. You can't untick the last one.
- The numbers appear in the email in the same order as on the dashboard.
- Click **Done** to close the list.

A dashboard with no KPI cards on its first page still goes in the email, as a link with "updated" next to it. The section says so, for example "1 dashboard has no KPI cards, so it shows as a link with "updated" next to it."

## Preview the email and send yourself a test

| Control | What it does |
| --- | --- |
| **See the email** | Opens "What they'll get": the sender line, the subject, each dashboard with its numbers, and a **View the dashboard** button (**View the dashboards** for a collection) |
| **Send me a test** | Sends the email to your own inbox now. A toast confirms "Test sent to your inbox" |

Both are disabled until at least one dashboard is published. The preview shows the numbers you can see. The footnote reads "These are the numbers you see. Each person gets the numbers they're allowed to see."

Subjects look like this, for a dashboard called **Sales review**:

| Send | Subject |
| --- | --- |
| When new data is published | New numbers in Sales review |
| Every weekday | Sales review, then the date |
| Every Monday | Sales review, then "week of 3 Nov" |
| 1st of the month | Sales review, then the month |

## Email updates with row-level security

When a dashboard limits rows by viewer, each person gets the numbers for their own rows only. The section says so, for example "Sales review limits rows by viewer, so each person gets their own numbers." See [Row-level security](https://mammoth.io/docs/learn/share-and-export/row-level-security/).

## Email updates for dashboards in a collection

A collection's update covers every published dashboard in it. A dashboard's own update skips anyone who already gets that dashboard's numbers from a collection with updates on, so nobody gets the same numbers twice. The dashboard's section then says, for example, "Also in Q4 board pack, which has its own email updates; people there get this dashboard's numbers from that one."

If a collection already reaches everyone the dashboard is shared with, the dashboard's section has no toggle and reads "Everyone it's shared with already gets these numbers from Q4 board pack."

A dashboard in a collection that isn't published is left out of the email until you publish it.

## Check that email updates are going out

With updates on, the section shows a summary line, followed by any problem. It reads, for example, "When new data is published · first 3 KPIs · last sent Mon 3 Nov · 4 delivered".

In a dashboard's Share panel, the section header reads "Emails on new data · last Monday" or "Emails on a schedule". On a collection's own page, the header also says how its updates are going: "Emails on new data" or "Emails on a schedule", plus the last send once there is one (for example "Emails on new data · last Mon 3 Nov"), or "Email updates paused: nothing here is published".

The status line under **Edit** can read:

| Status | Meaning |
| --- | --- |
| "Last sent Mon 3 Nov · 4 delivered" | The last update went out to 4 people |
| "Last checked Mon 3 Nov · no new data" | Mammoth checked for new data and found none, so nothing was sent |

In the dashboards library, the **Has email updates** shelf filter lists what sends updates. A dashboard row marked "Left out of email updates: not published" needs publishing before it's included.

## Troubleshooting: the last update didn't go out

A problem shows as a short clause on the summary line, and in full when you click **Edit**:

| Short | Full message | What to do |
| --- | --- | --- |
| paused, nothing published | "Updates are paused: nothing here is published yet. Publish a dashboard to start them." | Publish at least one dashboard |
| 1 dashboard left out | "Left out of the last update because it isn't published: Pipeline review. Publish it to include it." | Publish that dashboard |
| shared with no one | "The last update didn't go out: this isn't shared with anyone." | Share it with someone |
| everyone unsubscribed | "No one is getting updates: everyone unsubscribed." | Nothing to fix. Ask people to turn them back on if they want them |
| some emails failed | "Some emails in the last update couldn't be sent." | Check the addresses of the people it's shared with |
| last update failed | "The last update didn't go out: none of the emails could be sent." | Check the addresses, then wait for the next send |

If an update fails twice in a row (nothing published, or emails that couldn't be sent), the person who turned the updates on gets one email: "Email updates for Sales review didn't go out", with the reason. Having no new data, or everyone unsubscribing, doesn't count as a failure.

## Turn email updates off

Turn off the toggle in the **Email updates** section. Nobody gets further emails. Turning it back on keeps your earlier choices.

## How viewers stop or restart email updates

Every email has a one-click link to stop them. After clicking it, the viewer sees "You won't get these email updates any more. You can still open the dashboards any time." An old link that no longer works shows "This link to stop email updates isn't valid any more."

When the viewer next opens the dashboard, a banner reads "You've stopped email updates for this dashboard." with **Turn them back on**. Clicking it shows "Email updates are back on".

Unsubscribing only stops that person's emails for that dashboard or collection. They keep access to the dashboard.

## Related

- [Publish and share a dashboard](https://mammoth.io/docs/learn/share-and-export/share-a-dashboard/): access and viewers, which email updates depend on.
- [Collections](https://mammoth.io/docs/learn/share-and-export/collections/): one update for a group of dashboards.
- [Audience and engagement](https://mammoth.io/docs/learn/share-and-export/audience/): who opens the dashboard, and the separate weekly email to editors.
- [Row-level security](https://mammoth.io/docs/learn/share-and-export/row-level-security/): per-viewer numbers.
- [Send messages](https://mammoth.io/docs/learn/automate/messages/): email a View's rows as CSV files on a schedule.

---
Source: https://mammoth.io/docs/learn/share-and-export/email-updates.md · Updated: 2026-11-08