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Exporting data to CSV files

Learn how to export data from your Bookwhen account to use in other systems

Anni avatar
Written by Anni
Updated over 2 weeks ago

CSV files organise information in a table format that you can open with spreadsheet software like Excel or Google Sheets. This makes it easy to import lists into other services, such as Mailchimp. You can export attendances, bookings, and customers from your Bookwhen account in CSV format.

This article explains how to export your data to CSV files and use it in other systems or tools.


Attendances

The attendance report contains all attendee information, including

To download the attendance report:

  1. Select Bookings from the left-hand menu on your account.

  2. Add any relevant search filters and select Search to generate the results.

  3. Select Options, then Export attendances (CSV):

    Bookings tab with an arrow pointing at the 'Export bookings' option

  4. A loading screen will appear, where you can either wait for the report to generate or select Email report to have it sent to your email address so you can navigate away:

    Report loading screen with an arrow pointing at the 'Email report' button

  5. If you choose to wait for the report to generate, a new screen will appear with the message "Report is ready to download." Select Download to save the report to your device:

    Report loading screen with an arrow pointing at the 'Download' button

  6. This file shows all attendances from the period defined by the selected search filters (Start date and End date).


Bookings

The bookings report contains all booking details, including booking status, payment details, booker email and booking form responses.

To download the bookings report:

  1. Select Bookings from the left-hand menu on your account.

  2. Add any relevant search filters and select Search to generate the results.

  3. Select Options, then Export bookings (CSV):

  4. A loading screen will appear, where you can either wait for the report to generate or select Email report to have it sent to your email address so you can navigate away:

    Report loading screen with an arrow pointing at the 'Email report' button

  5. If you choose to wait for the report to generate, a new screen will appear with the message "Report is ready to download." Select Download to save the report to your device:

    Report loading screen with an arrow pointing at the 'Download' button

  6. This file shows all bookings from the period defined in the selected search filters (Start date and End date).



Customers

The customer report contains all customer information including:

  • Email and full name

  • Child status

  • First booking and attendance

  • Latest booking and attendance

  • Total bookings and attendance

  • Pass information

  • Booking form responses

To download the customer report:

  1. Select Customers from the left-hand menu on your account.

  2. Add any relevant search filters and select Search to generate the results. To download information for all of your customers, leave the filters blank.

  3. Select Options, then Export customers:

    Customers tab with arrow pointing at the 'Options' button and the 'Export customers' option

  4. A loading screen will appear, where you can either wait for the report to generate or select Email report to have it sent to your email address so you can navigate away:

    Report loading screen with an arrow pointing at the 'Email report' button

  5. If you choose to wait for the report to generate, a new screen will appear with the message "Report is ready to download." Select Download to save the report to your device:

    Report loading screen with an arrow pointing at the 'Download' button

  6. This file export shows information on all the customers that match the filters you have applied.

How schedule pages appear in reports

Sometimes, entries may appear on a different schedule page than expected in your report. This happens because baskets can include tickets from multiple pages, but the report assigns the booking to the page where checkout began—even if the customer added tickets from other pages first.

Even if you delete a schedule page, the system keeps the booking data to maintain an accurate audit trail.


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