Exports from the Reservations report, Reservation management and Customers do not start as an immediate download: Nightify prepares the file in the background and shows you the progress in the Preparing export window. When the file is ready you download it with Download file. This way even long lists are generated without blocking the page.
At a glance
- Where: Export menu in the filter bar of the event’s Reservations report (Export CSV, Export PDF, Export privacy CSV, Export privacy PDF), of Reservation management (Export CSV, Export PDF) and of Customers (Export CSV).
- Permissions: Export event data for the full versions and for customers; View organization reservation details for the privacy versions. The details are in the table further down.
- What you get: a CSV or PDF file with the page filters, downloadable from the window and kept for 24 hours.
- CSV format: UTF-8 with BOM, comma separator.
Before you start
- Set the filters and tap Search: the file follows the page filters and the total shown in the window is the number of results on the page.
- The Export menu is visible to whoever opens the page, but the permission is checked when you start the export.
- Do not close the window until Your file is ready. appears: closing it earlier cancels the export.
Step by step
- Open the page and filter. For example Reservations report with Filter by Status = Confirmed, then Search.
- Choose the item in Export. What you see: the Preparing export window with Export queued… and the bar at 0 / N (0%), where N is the number of results on the page.
- Follow the progress. What you see: Generating file… with the rows processed out of the total and the percentage, then Saving file…. Until the file is ready the percentage stops at 99% at most.
- Download. What you see: Your file is ready., the bar at 100% and the Download file button. Tap it. Result: the browser downloads the file; while the window is open you can tap it again and get the same file.
- Close the window with Close. Result: once the file is ready, closing cancels nothing, but the Download file button can no longer be reached.
Fields and options
| Field | What it means | Rules |
|---|---|---|
| Export queued… | The request is registered and waiting to be processed. | Exports are processed in order of request. |
| Generating file… | Nightify is writing the rows. | The counter goes up in blocks of 100 rows; if the total is not known the bar stays animated with dots. |
| Saving file… | The generated file is being stored for download. | Short phase before Your file is ready. |
| Download file | Download of the ready file. | Works only for the account that requested the export. The file remains available for about 24 hours from the request, then it is deleted automatically. |
| Close | Closes the window. | While the file is queued or being generated, closing the window in any way cancels the export, without asking for confirmation. |
Permissions and file names
| Item | Required permissions | File name |
|---|---|---|
| Reservations report → Export CSV / Export PDF | Export event data and View event reservations. | reservations, event name, event date (yyyy-mm-dd) and venue, joined by hyphens, with the .csv or .pdf extension. |
| Reservations report → Export privacy CSV / Export privacy PDF | View organization reservation details and View event reservations. | Same as the full version. |
| Reservation management → Export CSV / Export PDF | Export event data. | reservations-YYYYMMDD-HHMMSS.csv or .pdf, with the date and time of the request. |
| Customers → Export CSV | Export event data. | customers-, the organization’s nickname, date and time of the request (YYYYMMDD-HHMMSS) and .csv. |
What happens next
- The file captures the data at the time of generation: to get up-to-date data start a new export.
- The file remains available for 24 hours from the request, then it is deleted. There is no list of past exports: if you closed the window, export again.
- If you leave the page while the file is being prepared, processing continues. When you come back to the same page, with the same filters in the address and in the same browser, the window reopens and resumes the progress; if the file is ready in the meantime you find Download file straight away.
Messages and errors
| Message | Why it appears | What to do |
|---|---|---|
| Export cancelled. | The same export was cancelled from another tab before the file was ready. In the tab where you close the window, the window closes without showing the message. | Start the export again and leave the window open. |
| The file could not be generated. | Generation failed, or the connection with Nightify was interrupted. If processing stays stuck for a long time, Nightify retries it by itself, up to three attempts in total; if the last one also gets stuck, this message appears. | Try again; if it happens again, contact support stating page, filters and time. |
| The same message right after clicking Export | The export did not start, for example because your role does not have the permission for the chosen item: in this case there is no different message. | Check the permissions in the table above or ask an administrator of the organization. |
| The file contains only the header | No row matches the filters. | Tap Back to reset the filters and export again. |
| Wrong accented characters | The program opening the CSV did not recognize UTF-8. | Import the file choosing UTF-8 and comma as separator. |
Special cases
- Only one export at a time per page: while it is in progress the window covers the page and closing it cancels the export. For a different file wait until it is ready, download it and then start the new export.
- Same export from two tabs: if the request is identical and the first one is still being prepared, Nightify continues the same one, without creating a second one.
- Exports from different pages: the browser remembers only the last one started; an earlier export no longer reopens when you go back to its page.
- Other team members: they neither see nor download your file; each person exports with their own account. From another browser or device the window of your export does not reopen.
- Promoter: can use only the privacy versions of the Reservations report and the file contains only the orders of their channel.
- Values starting with + = - or @: in the CSV they are preceded by an apostrophe, for example
'+39…in phone numbers, to prevent the spreadsheet from interpreting them as formulas. - PDF: landscape A4, with the event name or Reservation management as title and the number of results as subtitle; texts too long for the column are shortened with dots.
- Language: the column headers are in the language of the website at the time of the request.
Rules and limits
- The file can be downloaded for 24 hours from the request.
- Only the person who requested the export can follow its status and download it.
- Only one active export at a time per page.
- Closing the window before Your file is ready. cancels the export, without confirmation.
- Exports are available only on the website, not in the Nightify Business app.
Related articles
- Export an event’s reservations (CSV and PDF)
- Export the organization’s reservations and customers
- The reservations report of an event
- Roles and permissions: what each member can do