Exports

An export is a file of your organisation's data that you download as a zip file. You can export the donors or donations you are looking at in a list, or everything in your organisation at once. Exports are prepared in the background. When one is ready, you get an email and can download it from the Exports screen.

Exporting donors

1. Click Contacts in the sidebar.
2. Search and filter the list until it shows the donors you want. See Donors and the donor profile.
3. Click More, then Export followed by the number of donors, for example Export 120 contacts.

The export holds the donors that match your search and filters when the export is prepared in the background, not when you click. It covers every page of the list, not only the page you are looking at. With no search or filters, it holds every donor.

You go back to Contacts with your search and filters cleared, and no message appears. The export is listed on Exports with the type "Contact".

Exporting donations

1. Click Donations in the sidebar.
2. Search the list if you want only some donations.
3. Click More, then Export followed by the number of donations, for example Export 85 donations.

The export holds the donations that match your search when the export is prepared in the background, on every page of the list. You go back to Donations with your search cleared, and no message appears. The export is listed on Exports with the type "Donation".

Exporting your whole organisation

1. Click Exports in the sidebar.
2. Click New export.

You'll see "A new export has been queued – you'll receive an email when it's ready." The export is listed with the type "Organisation". It holds all your clubs, donors, donations and memberships, with no search or filter applied.

The Exports screen

Click Exports in the sidebar. The list shows your organisation's exports, newest first, including those requested by other administrators.

Click the Status, Type, name or Created heading to sort by that column.

When an export is complete, its row has a Download link. Click it to download the zip file.

If an export fails, it does not reach "Complete". It has no Download link and no email is sent. If an export stays at "Busy", contact Supporter Club through the person or email address you dealt with when your organisation's account was set up. There is no support form in the admin.

The "Your data export is ready" email

When an export is complete, Supporter Club emails the administrator who requested it. Nobody else is emailed.

• Subject: "Your data export is ready"
• From: Supporter Club, not your organisation.
• It says "The contact data export you requested is now ready." The word before "data export" depends on the type, such as "contact", "donation" or "organisation".
• A View Exports button opens the Exports screen. Download the file from there.
• An "Important" warning says: "If you didn't request this export, you need to assume that your account has been compromised. Please reach out to us as a matter of urgency by replying to this email."

If you get this email for an export you didn't request, contact Supporter Club straight away, as described above.

No email is sent if an export fails.

What the files contain

Each zip file holds one or more CSV files:

Things to know about every file:

• Each id is the same ID the admin shows for that record.
• The columns are in alphabetical order.
• Amounts in columns ending _cents are whole numbers in the currency's smallest unit. For example, 2500 in a pound or dollar currency is 25.00.
• Statuses are written in lower case, for example succeeded.
• The columns are taken from the first record in the file. If the first record has no club, membership, payment provider or referring ambassador, the file has no columns for that, and the details are left out for every row. If an export has no records, the file is empty, with no header row.

contacts.csv

One row per donor, sorted by last name and then first name. The columns are id, first_name, last_name, email, created_at, and the donor's email settings:

• mail_consent_status: given, revoked, pending, or unknown (shown as "Not known" in the admin).
• mail_consent_updated_at: when consent last changed.
• mail_deliverability_status: ok, transient_bounce, permanent_bounce, complaint, suppressed or unsubscribed.
• mail_deliverability_updated_at: when deliverability last changed.

Phone numbers, addresses, tags and memberships are not in this file. To understand the consent and deliverability values, see Email consent and deliverability.

donations.csv

One row per donation. Without a search, donations are sorted by Date, most recent first, except that donations with no Date yet, such as Draft and Pending ones, come before all the others. The columns are:

• id, status, created_at and transacted_at (the donation's Date).
• amount_cents and currency_code: the amount in the currency it was given in.
• converted_amount_cents and converted_currency_code: the same amount in your organisation's currency.
• tip_amount_cents.
• processing_fee_cents: the processing fee estimated when the donation was made. It is blank where the processor settles its fee with your organisation directly.
• recurring and campaign_code.
• external_source: for a donation you recorded, how it was given, in words such as "Cheque". Blank for online donations.
• Settlement columns: settled_at, settlement_amount_cents, settlement_currency_code, settlement_exchange_rate, settlement_fee_cents, settlement_fee_breakdown, transfer_amount_cents and transfer_currency_code. settled_at is filled when an online payment settles; it stays blank for donations you record by hand, which never settle. The other settlement and transfer columns are filled only for donations through Stripe, and some of them for simulated payments. For donations through PayWay or Payfast, and donations you record by hand, they stay blank. See Donation statuses.
• The donor's details, in columns starting contact., with the same fields as contacts.csv.
• The club, in columns starting club.: club.id, club.name and club.created_at.
• The membership the donation counts for, in columns starting membership..
• The payment provider, in payment_provider.id and payment_provider.name.

clubs.csv

One row per club, in name order, with id, name and created_at.

memberships.csv

One row per membership, sorted by the member's last name and then first name. The columns are id, created_at, contact_id, club_id and referring_membership_id, the member's details in columns starting contact., the club in columns starting club., and the ambassador who referred them in columns starting referring_membership.. The contact_id, club_id and referring_membership_id columns are always there, and are blank where there is no value.