The exports of the Reservations report produce the list of the orders of an event in CSV (for spreadsheets and management software) or PDF (to be printed). They exist in a complete version and in a Privacy version, designed for the staff who must not see the contact details. Every row is an order, not a single participant.
At a glance
- Where: event dashboard → Reservations report → Export menu in the filter bar → Export CSV, Export PDF, Export privacy CSV, Export privacy PDF.
- Permissions: for the complete versions Export event data on the organization and View event reservations on the event; for the Privacy versions View organization reservation details and View event reservations.
- File name: reservations, the name of the event, the date of the event in year-month-day format and the venue, joined by hyphens, with the .csv or .pdf extension (for example reservations-event-name-2026-10-31-venue-name.csv); characters that are not allowed become hyphens and the name stops at 190 characters.
- Encoding: CSV in UTF-8 with BOM and the comma as the separator.
- Delivery: the file is prepared on the server in the Preparing export window and stays available for download for 24 hours.
Step by step
- Open the report. From the event dashboard choose Reservations report.
- Set the filters that you want to find again in the file: the Filter by first name, last name or email search and, in More filters, Filter by booking number, Filter by total, Filter by channel, Filter by Access Type, Filter by Status (for example Confirmed) and Filter by payment (Paid (Yes), Unpaid (No)). Press Search. What you see: the updated table; the export will use exactly these filters.
- Start the export. Open the Export menu and choose Export CSV or Export PDF for the complete version, Export privacy CSV or Export privacy PDF for the version without contact details. What you see: the Preparing export window moves from Export queued… to Generating file… and Saving file…, with a progress bar and the processed rows / total detail.
- Download the file. When Your file is ready. appears, press Download file. Result: the browser downloads the file with the name described above; then you can close the window with Close.
Fields and options
| Column | What it contains | Version |
|---|---|---|
| Reservation number | Code of the order. | Complete and Privacy |
| First name, Last name | Holder of the order. | Complete and Privacy |
| Email, Phone | Contact details of the holder; for the customers without marketing consent the cell contains Hidden. | Complete only |
| Birth date | Date of birth of the holder, if available. | Complete only |
| Marketing consent | Yes or No. | Complete and Privacy |
| Booking date | Date and time of the order. | Complete and Privacy |
| Event | Name of the event. | Complete and Privacy |
| Platform | Website or app the order was made from. | Complete only |
| Status | Status of the order (Confirmed, Canceled and so on). | Complete and Privacy |
| Payment | Paid or Unpaid. | Complete and Privacy |
| Total | Total of the order in euros. | Complete and Privacy |
| Scans/Quantity | Entries recorded against the tickets, in the format (scans / quantity). | Complete and Privacy |
What happens next
- The file reflects the state of the reservations at the moment it was generated and stays available for download for 24 hours from the request, then it is deleted: after new sales or cancellations start a new export.
- If you close the window while the file is queued or being generated, the export is cancelled without confirmation. If you leave the page instead, generation continues: when you come back to the same page with the same filters, in the same browser, the window resumes the progress. Only the person who requested the file can download it.
- The PDF has the same columns as the corresponding CSV, laid out in a table.
Messages and errors
| Situation | Why | What to do |
|---|---|---|
| The Preparing export window shows an error after Export CSV or Export PDF | The Export menu is visible to everyone, but your role does not have Export event data (for example Promoter): the check happens when you start the export. | Use the Privacy versions or ask an Administrator. |
| The file could not be generated. | Generating the file failed, for example because processing got stuck in all three attempts. | Close the window and try again; if it happens again, report the problem to Nightify support. |
| Export cancelled. | The export was cancelled, for example by closing the window before the file was ready. | Start the export again and keep the window open until Your file is ready. |
| The file only contains the header | No order matches the active filters. | Clear the filters and try again. |
| Wrong accented characters in the spreadsheet | The program did not recognize the UTF-8 encoding. | Import the CSV choosing UTF-8 and the comma as the separator. |
Special cases
- Promoter. Can only download Export privacy CSV and Export privacy PDF, and the file only contains the orders of their own channel, whatever filter they set.
- Paper list for the entrance. Export privacy PDF with Filter by Status = Confirmed: first name, last name, number and entries, without contact details.
- End of event accounting. Complete Export CSV with Filter by payment = Paid (Yes), to be compared with the Summary table of the dashboard. Note that the file does not contain service fees and pre-sale rights separately, but only the Total.
- Count for a promoter or a channel. Filter by channel and then Export CSV.
- Participants of the named access titles. No export reports the data of the single participants: the rows are per order with the holder. The names of the participants are consulted in the Reservation detail page.
Rules and limits
- The contact details without marketing consent stay Hidden in the file as well; there is no unlock for the exports.
- The files contain personal data: keep them only for the time needed and do not share them outside the team.
Related articles
- Exports: file preparation and download
- Export the organization’s reservations and customers
- Unlock a masked contact
- The promoter link and sales attribution