ReporterBase (RB9) Integration

FillCue polls your ReporterBase 9 calendar on a schedule, watches for jobs that still have unassigned tasks, and automatically starts outreach to your reporters. When a reporter accepts, FillCue hands you back a prefilled QuickAssignment URL in RB9 — one click and the assignment is logged in RB the way you’d log it manually.

Two things to know up front:

• Read-only at the SQL layer. FillCue never writes to your RB database. Polling is one-way — we read your jobs, tasks, and resource lookups, and that’s it.
• You stay in control of assignments. Acceptances surface as prefilled QuickAssignments waiting for you in RB. FillCue doesn’t change reporter status, ack tasks, or modify any data on your server.

Availability: Coordinator plan only.

You’ll need four things lined up before connecting:

1. RB9 Standard (not Lite). The integration relies on the JobsStatusLog table and the VQM views, which only ship with Standard.
2. An RB Data Reader account. This is a separate paid add-on from ReporterBase that gives FillCue a read-only SQL login to your RB database. It is not something your IT team can self-provision — you request it from ReporterBase support, who handle pricing and provisioning.
3. Network reachability. Your RB SQL Server must be reachable from FillCue’s worker host (default port 1433). If your IT team locks down inbound MSSQL traffic, they may need to allowlist FillCue’s egress IP.
4. The connection details. Hostname, port, database name, and the SQL Account credentials ReporterBase issued. Have these on hand when you start the wizard.

When you contact ReporterBase support to provision Data Reader access, ask them to send you:

• The SQL Server hostname (or IP) where your RB9 database lives.
• The SQL Server port, if it’s anything other than the default 1433.
• The database name — usually something like RB9Prod.
• The username and password for the read-only Data Reader login.
• Confirmation that the account has SELECT access to the standard RB9 tables (Jobs, JobsTasks, Resources, the lookup tables, and the VQM views).

If your firewall blocks external SQL connections, ask them or your IT team how to allowlist FillCue’s worker egress — the FillCue team can share the current egress IP on request.

Go to Settings → Integrations → ReporterBase and click Connect. The wizard has four steps:

1. Credentials — enter a connection label (shown in your Integrations list), the host, port, database name, and the Data Reader username and password. The label is just for your reference; pick something like “Production” or “Main office.”
2. Test — FillCue runs a live read against your RB server to confirm the credentials work and the schema looks right. You’ll see “Connection successful” or a specific error (login failed, host unreachable, etc.) before you go any further.
3. Filters — choose which Business Units and Resource Types FillCue should pay attention to. (See the next section for details.)
4. Review — double-check everything and click Connect. Polling starts immediately on the interval you chose (default 120 seconds).

You can come back to Settings → Integrations → ReporterBase any time to view the connection status, change filters, or rotate credentials.

RB9 organizes work along two axes — Business Units (e.g. office locations or practice areas) and Resource Types (e.g. Reporter, Videographer, Interpreter). Filters let you scope what FillCue watches:

• Business Units — leave empty to sync all business units. Pick specific ones if you only want FillCue to handle, say, your Northern California office.
• Resource Types — at least one is recommended. Most agencies pick “Reporter.” If no Resource Types are selected, FillCue will track jobs but won’t trigger outreach for any tasks.

The wizard reads the live values from your server, so the checkboxes show your Business Units and Resource Types — not a generic list. You can change filters later from Settings → Integrations → ReporterBase without re-entering credentials.

FillCue polls your RB server on a configurable interval (default 120 seconds). On each poll, it scans for changes to jobs and tasks since the last sync and emits an internal event for every change.

Events that trigger outreach:

• A new job with unfilled tasks of a Resource Type you’re watching.
• A previously-filled task that becomes unfilled (e.g. a reporter declined or was removed).
• A job whose date or location changed in a way that affects an in-flight outreach.

Events that cancel in-flight outreach:

• A task you’re cascading on becomes acknowledged in RB — usually because someone assigned it directly in RB and the reporter ack’d via RB Connect, or because a coordinator marked it ack’d manually. FillCue auto-cancels the cascade so reporters don’t get contacted for an already-filled job. See Using FillCue with (or without) RB Connect below.

Events that are tracked but don’t auto-trigger anything:

• Job status changes — the meaning of RB job statuses is agency-specific, so FillCue surfaces them informationally rather than acting on them.
• Task acknowledgements for jobs FillCue isn’t cascading on — logged for visibility, no further action.

You can change the poll interval from Settings → Integrations → ReporterBase → Edit. Lowering it tightens responsiveness; raising it reduces load on your RB server.

RB Connect is ReporterBase’s reporter-facing app — reporters use it to view their schedule, ack assignments, and get push notifications from RB. It’s a separate ReporterBase product, and it’s entirely optional for using FillCue.

FillCue’s outreach works the same way regardless of RB Connect. Reporters reply to a FillCue SMS or click a link in a FillCue email — they never need RB Connect to interact with FillCue.

If your agency uses RB Connect

• The two systems coexist safely. When a reporter acks a task in RB Connect for an assignment you made directly in RB (no FillCue cascade involved), FillCue logs the event and ignores it.
• If you assign a job directly in RB while a FillCue cascade is running for the same task, FillCue auto-cancels the cascade as soon as the reporter acks in RB Connect. No further contacts go out, and no “sorry, already filled” reporter callbacks.
• After a FillCue acceptance: when a reporter accepts via FillCue and you click the QuickAssignment link to confirm in RB, that reporter sees the assignment in RB Connect just like any other RB assignment — nothing extra to configure on either side.

If your agency doesn’t use RB Connect

• You don’t need it. Reporters reply to FillCue’s SMS or click the link in FillCue’s email — that’s the entire response flow on the reporter side.
• Acceptance still flows back to RB. The reconciliation card on your integration page gives you a one-click QuickAssignment URL the same way it does for RB Connect agencies. The integration doesn’t depend on RB Connect at any step.
• The cancellation safety net still applies. If you (or anyone with RB access) marks a task ack’d directly in RB while FillCue is mid-cascade for it, FillCue cancels the cascade automatically — the same protection RB Connect agencies get.
• Mixed rosters are fine. If a few of your reporters happen to use RB Connect on their own (e.g. they freelance for another agency that does), nothing breaks — FillCue treats every reporter the same way.

Do my reporters need to do anything different? No — reporters who use RB Connect just reply to the FillCue text or click the FillCue email link the same way reporters who don’t use RB Connect do. Their RB Connect schedule lights up the assignment after you file the QuickAssignment, exactly like an RB-originated job.

When a reporter accepts a FillCue outreach, here’s the full chain:

1. FillCue marks the outreach as accepted and stops contacting other reporters.
2. The reporter sees a confirmation page with the job details.
3. You get a notification (email and/or SMS, per your preferences).
4. The accepted job appears on the Reconciliation card in your RB integration page with a Open in RB link — this is a prefilled QuickAssignment URL that takes you directly to the right job and reporter in RB.
5. You click the link, confirm the assignment in RB, and you’re done.

The Connection status card on the ReporterBase integration page shows what’s happening at a glance:

• Connected — polling normally. The card shows the last successful sync, the next scheduled poll, and counts of jobs and tasks tracked.
• Needs attention — something is wrong (failed credentials, unreachable host, schema drift, repeated errors). The card explains the specific reason and what to do.
• Disabled — you paused polling. In-flight outreach continues to run on its own schedule, but no new RB events are picked up.
• Not connected — no connection has been configured yet.

Within Connected, the Sync health sub-badge tells you the data freshness:

• Healthy (green) — sync is keeping up.
• Degraded (yellow) — recent flakes; FillCue is still catching up.
• Unhealthy (red) — the worker has been failing repeatedly. Check the error message on the card.

The status card refreshes automatically every 30 seconds, so you can leave it open during a deploy or network change and watch it recover.

By default, FillCue only watches for new activity after you connect. If you want to bring in jobs that were already on your RB calendar before you connected, use Backfill from date in the Advanced Actions panel.

1. Pick a Scan from date (up to 12 months in the past).
2. Click Dry run first — FillCue scans the range and tells you how many jobs and tasks it would import, without changing anything.
3. Review the dry-run counts. If the numbers look right, click Import.

Backfilled jobs land in FillCue but do not auto-trigger outreach. You opt in per gig using the Activate outreach button so you don’t accidentally email reporters about old jobs.

Connecting RB9 doesn’t automatically pull your full reporter roster into FillCue contacts — you review every reporter first.

1. From the integration page, click Reporter import.
2. FillCue lists every reporter in your RB roster with their name, email, phone, and any notes.
3. Check the rows you want to add. You can deselect anyone who’s no longer active or who you don’t want FillCue to contact.
4. Confirm the TCPA attestation (you have an existing professional relationship with these reporters and have told them they may receive FillCue outreach).
5. Click Import selected.

Reporters added this way are linked to their RB ResourceID, so FillCue can match acceptances back to the right RB record without you reconciling by name or email.

ReporterBase typically rotates Data Reader passwords on a schedule (often quarterly). When that happens, you’ll get a new password from RB support and need to update FillCue.

1. Go to Settings → Integrations → ReporterBase.
2. Click Rotate credentials in the Advanced Actions panel.
3. Enter the new username and password (the username may stay the same).
4. FillCue runs a live test against your server before saving — if the new credentials don’t work, the existing connection keeps using the old ones until you fix it.
5. On success, the new credentials replace the old ones immediately and polling continues without interruption.

Your sync history, filters, and reconciliation queue are preserved across rotations.

To pause polling temporarily, click Disable connection on the integration page. The connection moves to the Disabled state — no new RB events are picked up, but:

• Outreach already in flight continues running on its own schedule. Reporters can still respond.
• Your filters and credentials are preserved. Click Re-enable any time to resume polling from where you left off.

To remove the connection entirely, contact FillCue support. We delete the connection record and the encrypted credential blob so nothing remains on our side.

Common errors and what to do:

• “Login failed for user” — the username or password is wrong, or the Data Reader subscription has lapsed. Check with ReporterBase support that the credentials are still valid, then update them via Rotate credentials.
• “Connection refused” or “Host unreachable” — FillCue’s worker can’t reach your SQL Server. Usually a firewall issue. Confirm with your IT team that port 1433 (or whatever port you configured) is open from FillCue’s egress IP.
• “Database not found” — the database name is wrong. Production databases are usually called RB9Prod or similar; ReporterBase support can confirm.
• Polling is slow / “Degraded” sync health — either the poll interval is too aggressive for your server, or the network has flakes. Try raising the poll interval to 180s or 300s.
• “No active Resource Types found” — either your RB lookup tables are empty (unusual) or the SQL Account doesn’t have SELECT on the lookup tables. Ask ReporterBase support to grant SELECT on the lookup views.
• “Schema drift” warnings — a recent RB upgrade changed a column FillCue expects. These are rare and we’ll usually patch within a day. Reach out to support if you see this.
• Outreach isn’t triggering for a job you expect — check the connection’s Filters. The job’s Business Unit and Resource Type both have to match what you’ve selected.

For anything else, email contact@fillcue.com with the connection label and the timestamp of the issue — we can pull the relevant logs and usually have a diagnosis the same day.