In short: Reports turn a month of monitoring into one clean, branded PDF you can keep, email, or share with a private link. Anyone with the link can read it, no login needed.
What it is
Reports answers the question every agency gets asked at the end of the month: "what did the maintenance actually do?"
Instead of gathering screenshots and copying numbers by hand, Reports pulls together the monitoring data Maintena already collects for a site (or for a whole client account) and turns it into a clean, branded A4 PDF. Each report captures health, uptime, security, performance, SSL, and your plugin and theme inventory in one place, with plain-English commentary you can add yourself.
Every report is a point-in-time snapshot. The numbers are worked out once, at the moment you generate it, and then frozen onto the report. Monitoring keeps moving in the background, but a report you sent last quarter will always show exactly what the client saw when they opened it. Nothing changes underneath them.
There are two kinds of report:
- Site report - a deep look at a single site.
- Client report - a roll-up across every site in a client account, so you can show the whole relationship on one document.
What's in a report
A report gathers signals that are already being tracked across the platform and lays them out in a consistent order. You do not configure any of this: whatever monitoring has collected for the period is what appears.
In a site report
| Section | What it shows |
|---|---|
| Summary | Overall health score, WordPress and PHP versions, and plugin and theme counts. |
| Health history | How the health score moved across the reporting period. |
| Uptime | Uptime percentage, number of checks, any downtime incidents, and average response time. |
| SSL | Certificate validity, issuer, and expiry date. |
| Plugins and themes | The full installed inventory, with update status. |
| Health score breakdown | How the score was reached: each component, its weight, and how much it contributed. |
| Security | The site's security score plus a readable list of flagged issues. |
| Performance | The site's performance score plus the key performance metrics. |
| Insights | AI plugin verdicts, where AI insights are enabled on your account. |
| Recommendations | A prioritised, plain-English action list (outdated or vulnerable plugins, version nudges, upcoming SSL expiry, low health), tagged for information, warning, or critical. |
| Commentary | Your own written notes and analysis, added when you generate the report. |
In a client report
| Section | What it shows |
|---|---|
| Summary | Totals and average health across all of the client's sites. |
| Per-site health | Each site with its own health score, side by side. |
| Per-site uptime | Uptime percentage for every site. |
| SSL issues | Only the sites that need attention: an invalid certificate, or one expiring within 30 days. |
| Health score model | How the health score is calculated, so the client can see the methodology. |
| Insights | AI plugin verdicts across the account, where enabled. |
| Recommendations | The consolidated action list for the client. |
One of the most useful parts is the health score breakdown. Rather than printing a single number, a site report shows how that number was reached, each component, its weight, and its contribution, so a client can see the reasoning rather than being asked to trust a figure.
How it works
Generating a report
From the report screen you choose:
- Whether it is a site or client report, and which site or client.
- A reporting period: last week, last month, last quarter, or a custom date range (a custom range needs a start and end date).
- Optional commentary: free-text notes that are printed into the report in your own words.
Maintena reads the monitoring data for that window, freezes it onto the report, and renders the branded PDF. That is the version of record from then on.
Previewing and downloading
- Preview opens the report in your browser as a web page, using the same layout as the PDF, so you can check it before sending.
- Download gives you the PDF, titled after the report, ready to attach anywhere yourself.
Emailing a report
You can email any report straight from Maintena. It goes to the address you choose, with the PDF attached, and every send is logged so you have a record of what went out and when. If the client already has a primary contact email on file, it is used by default; otherwise you enter an address on the send form.
Scheduling a report
You can set a report to send at a future date and time. When that moment arrives, Maintena generates the PDF and emails it automatically, with no further action from you. This is a single scheduled send per report rather than a standing recurring subscription: you schedule the delivery you want, when you want it.
Sharing with a private link
Every report comes with its own private share link. It is a long, unguessable web address, and anyone who has it can open the report and download the PDF without logging in.
That is the point: it is built for forwarding. You can send the link to a client, a stakeholder, or a colleague, and they can view the report immediately, on any device, with no Maintena account and no password.
A few things worth knowing about share links:
- The link is the only key. Treat it like a private document link: anyone you forward it to, and anyone they forward it to, can open it.
- Links do not expire on their own.
- To revoke access, delete the report. That removes both the link and the stored PDF.
What you need to do
For most reports, the answer is: nothing to set up.
- No per-site or per-client configuration. Reports read the monitoring data Maintena is already collecting, so any site or client you have access to is ready to report on. There is no setup step on the record itself.
- Have the right monitoring in place. The richer the report, the more the monitors have gathered: uptime checks, SSL details, health scans, and the plugin and theme inventory. A brand new site with little history will produce a thinner report simply because there is less to show yet.
- Set a contact email for email delivery. To email a report without typing an address each time, make sure the client has a primary contact email on file. You can always override it on the send form.
- Scheduled sends rely on background delivery being active. On hosted Maintena this runs for you. If you run Maintena yourself, your administrator needs the background scheduler running for scheduled reports to go out on time. Immediate reports are unaffected either way.
- AI insights appear where enabled. The plugin insights section shows up when AI features are switched on for your account. If they are off, the rest of the report is unchanged; that one section is simply absent.
Good to know
- A report is permanent by design. Because the data is frozen at generation, an old share link always shows the original figures. This is what makes a report safe to hand over: it will never quietly rewrite history.
- Reports are stored privately. The generated PDF is never left sitting on a public web address. It is only reachable through Maintena when you are signed in, or through the private share link you deliberately hand out.
- A scheduled report can still be downloaded early. Even before its scheduled send, asking for the download generates the PDF on demand, so you are never blocked waiting for the clock.
- Commentary is yours. The written analysis in a report is exactly what you type. It is your voice to the client, not machine-generated text.
- Client reports focus attention. On the account-wide view, SSL only surfaces the sites that actually need action (an invalid or soon-to-expire certificate), so the document highlights problems rather than burying them in a long list of healthy sites.