In a chain with hundreds of stores the same scene plays out every Monday: someone exports reviews to a spreadsheet, someone else works out the averages, a third person builds the slides, and by the time the deck reaches leadership the numbers are stale. BranchVoice's automated PDF and Excel reports hand that job to a scheduler. You define the scope, sections and recipients once; the report is generated and e-mailed every period without anyone touching it. This post walks through how reports are set up, what they contain and how operations teams actually use them.
Why manual reporting breaks down in a chain
Summarising reviews for one store is easy. The hard part is producing the same summary for forty regional managers and a few hundred stores, week after week. Three things go wrong in hand-built reports: periods drift (one person uses calendar weeks, another the trailing seven days), definitions diverge (is a negative review one to two stars, or does three count too) and the report arrives later each week as the person building it gets busier.
The audience gets muddled as well. The managing director wants the brand-wide picture, a regional manager wants to compare the stores in their region, a store manager only cares about critical reviews at their own branch. One spreadsheet cannot serve all three.
How automated PDF and Excel reports are set up
In BranchVoice a report is a schedule. The report builder asks for a template, a scope, sections, a frequency and recipients; from then on the system generates the report on the due date, stores it in the archive and sends each recipient their own e-mail.
Template and scope
There are three templates. Executive gives the company-wide picture at a glance, Regional sets regions side by side, and Store drills into a single branch. Scope can be the whole brand, selected regions or selected stores. That lets you run two schedules from the same template: one for the Marmara regional manager covering only their stores, another for the managing director covering the entire chain.
Sections
Report sections fall into four groups:
- Overview: key metrics, period trend, store ranking, store table and platform breakdown.
- AI analysis: content distribution and top topics, the AI summary, parameters from your analysis groups, driver and impact analysis, employee mentions.
- Follow-up: critical reviews in the period and the alerts that were opened.
- Leads: tier and funnel breakdown of leads captured in the period.
Each template ships with a sensible default set of sections that you can extend or trim. For the parameters section you also choose which analysis groups to report on; leave it empty and every group shown on the dashboard is included.
Frequency, format and recipients
Frequency is daily, weekly, monthly or one-off, with the send time and weekday or day of month set in Turkish local time. A daily report covers the last day, a weekly report the last seven days and a monthly report the last thirty. You can choose PDF, Excel or both, and the report language can be Turkish or English. Up to fifty recipients can be added, and an optional note is included in the body of the e-mail.
What is inside the report
Report data is computed from reviews linked to stores: review count in the period, average rating, star distribution, unanswered negative reviews and the comparison with the previous period, all per store. The critical reviews section lists one- and two-star reviews with their text, so a regional manager sees the story behind the number the moment the report opens.
The AI sections report on what the reviews say. Content distribution shows the share of reviews the AI classified as positive, neutral or negative alongside the eight most frequent topics. The parameters section covers every topic in the analysis groups you defined: mention count, share and negative rate. Driver analysis ranks the topics that drag satisfaction down the most. The AI summary is a narrative assessment of the period; if there is no fresh summary when the report runs, one is generated as part of the job.
The PDF carries your company name and logo in the header. The Excel file always includes a summary sheet and a store sheet, with an extra sheet for each selected section, which means the numbers can go straight into your own pivot tables.
On-demand runs and the archive
Outside the schedule, any report can be run on demand. An hour before a leadership meeting you hit "run now", the report is queued, generated and delivered. You can also preview a report before saving it; the preview opens as a PDF in the browser and does not require recipients.
Every generated report is kept in the archive. You can filter past runs by schedule and download the PDF or Excel file again, so a lost e-mail or a request for a report from three months ago never turns into a search.
How a regional manager reads it
A regional manager opening the weekly regional report looks at the store ranking first: which branch lost the most rating this week, which collected the most negative reviews. Next comes the critical reviews section to read what the one- and two-star reviews at those branches actually say. The parameters section names the recurring problem, whether that is checkout waiting time, staff attentiveness or product availability. The alerts section shows which rules fired during the week and how many are still open.
Reports do not replace alerts; the two complement each other. When a critical review lands you want to hear about it immediately, which is what critical review alerts are for; the report is for weighing the week as a whole. Metric definitions in the report match the dashboard exactly, and the dashboard metrics guide explains each term. For a closer look at differences between branches, the store comparison screen has its own post.
Next steps
Automated reports tie a chain's review data to its management rhythm: the weekly report lands on the regional meeting agenda, the monthly report on the board's. Once your store list is imported, the first schedule takes a few minutes to set up. To see a sample report built on your own stores, request a demo.