Besides the exports for a single event, you can download the list of the reservations of the whole organization and the customer base. They are the files for the accounting of a period and for the campaigns towards those who have given consent. Both follow the filters set in the page you download them from.
At a glance
- Where: Reservation management → Export menu → Export CSV or Export PDF; Customers → Export menu → Export CSV (for the customers there is no PDF export).
- Permissions: Export event data for both pages; it is included in the Administrator role and absent in Promoter, Entries only and Limited view.
- File names: reservations-YYYYMMDD-HHMMSS.csv or .pdf for the reservations; customers- followed by the nickname of the organization, by -YYYYMMDD-HHMMSS and by .csv for the customers (the characters of the nickname other than letters, numbers, hyphen and underscore become hyphens). Date and time are those of the request.
- Delivery: the Preparing export window opens; you download the file with Download file and it stays available for 24 hours from the request.
Step by step for reservations
- Open Reservation management from the organization console. What you see: the table with Number, User, Date, Event, Platform, Method, Commissions, Pre-sale rights, Total, Status, Payment.
- Filter. The Filter by first name, last name or email search and, in More filters, Filter by booking number, Filter by event (with suggestions as you type), Filter by date, Filter by total. Press Search.
- Export. Open Export and choose Export CSV or Export PDF. What you see: the Preparing export window with the progress. Result: when Your file is ready. appears, press Download file and you get the reservations-YYYYMMDD-HHMMSS file with the same filters as the table.
Step by step for customers
- Open Customers from the organization console.
- Filter. For example Marketing consent = Yes, Bookings from and Bookings to for the period, Frequency = Repeat customers only; choose Sort order and Direction. Press Search.
- Export. Open Export and choose Export CSV. What you see: the Preparing export window. Result: with Download file you get the customers-nickname-YYYYMMDD-HHMMSS.csv file with all the customers that match the filters, not only the page displayed.
Fields and options
| File | Columns, in order | Notes |
|---|---|---|
| reservations-YYYYMMDD-HHMMSS.csv / .pdf | Reservation number, First name, Last name, Email, Marketing consent, Booking date, Event, Platform, Payment method, Total, Status, Payment. | Columns different from the table: there are no Commissions and Pre-sale rights, while the e-mail address and the consent appear. The e-mail address of the customers without consent is Hidden. |
| customers-nickname-YYYYMMDD-HHMMSS.csv | Name, E-mail, Phone, Average spend, Total spend, Transactions, Total bookings, Marketing consent, Last booking. | Same columns as the table. The amounts use the decimal point without a thousands separator (for example 1250.00), ready for an English spreadsheet. E-mail addresses and phone numbers without consent are Hidden. |
What happens next
- The exports do not change anything in the console; you can repeat them whenever you want. Each file reflects the data at the moment it was generated and stays available for download for 24 hours.
- Closing the Preparing export window while the file is queued or being generated cancels the export; leaving the page does not.
- If you import the customers into a newsletter tool, include only the rows with Marketing consent = Yes, always offer the unsubscribe option and do not contact again those who have withdrawn their consent.
Messages and errors
| Situation | Why | What to do |
|---|---|---|
| The Preparing export window shows an error instead of the progress | The Export menu is always visible, but your role does not have Export event data: the check happens when the export starts. | Ask an Administrator of the organization. |
| Export cancelled. | You closed the window before the file was ready. | Start the export again and wait for Your file is ready. |
| The file only contains the header | No row matches the filters. | Clear the filters and try again. |
| Amounts with the point in the customer file | It is the format chosen for the export. | Set the spreadsheet to recognize the point as the decimal separator. |
Special cases
- Service fees and pre-sale rights for a period. They are not in the Reservation management file: read them in the table of the page or, for a single event, in the Summary table of the dashboard.
- Data of the single participants. No export of the organization or of the event reports the participants of the named access titles: the rows are per order with the holder.
- Promoter. Cannot use these exports; even if the permission were assigned to them, the file would only contain their own channel.
Rules and limits
- The contact details without marketing consent stay Hidden in the files; the Privacy versions only exist for the Reservations report of the event.
- Keep the files in a safe place and delete them when they are no longer needed.
Related articles
- Exports: file preparation and download
- Export an event’s reservations (CSV and PDF)
- The organization’s customer list