Guide to Exporting Data

The Export Tool allows you to generate and download a customized CSV report for reporting, sharing, record-keeping, or printing when needed.

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Steps to Export Data

1. From the menu, navigate to Volunteers > Export

2. From the list, select an [Application] or Event(s) / Program(s)

   • To select multiple events, hold down the Ctrl key and click each event/program.

3. Choose the Fields you want to include in your export:

   • Custom Fields: Fields you’ve added to your volunteer registration form

   • Standard Fields: Default fields tracked by VolunteerLocal. 
     

4. Click the Export Volunteer Data button to create your CSV file
   

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Additional Toggles (Optional)

• Group by volunteer to get hours reporting
  
  This toggle can be used when creating an Export from an Event/Program. Enabling this will add three columns to the spreadsheet, including:
  • Total Shifts
  • Total hours by Shift Time
  • Total Hours by Check-in Time 
    (data will only appear if checked-in tools are used and/or the volunteer has checked in for the shift(s))
    💡 Tip: Want a clean list of volunteers without duplicates? Enable this toggle to export each volunteer just once, rather than listed for every shift.

• Show empty rows/cells for unfilled spots
  
  This toggle can be used when creating an Export from an Event/Program. Enabling this will include all shifts with no volunteers assigned.
   
• Include the job name as its own row
  
  This toggle is a formatting setting that can be used when creating an Export from an Event/Program. Enabling will add job names as it's own separate row in your spreadsheet.
   
• Put 'pick many' values into a single cell
  
  This toggle can be used when exporting from either an [Application] or Event or Program utilizing a field with a multiple-choice checkbox. Enabling this toggle will place all responses into one cell. 

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Optional Filters

Use filters to refine your report. Click the header title to expand the options.

• Signup time filter
  
  This filter can be used to refine your [Application] or Event/Program Export by the time the volunteer completed the Application or shift signup.
   
• Shift time filter
  
  Use this to customize your Event/Program Export to show only the shifts that fall within your chosen time range.
   
• Event Filter
  When exporting from the [Application], quickly deselect/select the specific Events/Programs to include in your Export 
   
• Job Filter
  When exporting from an Event/Program, quickly deselect/select the specific Jobs to include in your Export 
   
• Job Location Filter
  When exporting from an Event/Program, quickly deselect/select the specific Job Locations to include in your Export 
   
• Volunteer Filter
  When exporting from an Application or Event/Program. List email address(es) separated by commas. Include the first name to specify volunteers with a shared email address.
  Example: [e-mail], Support [e-mail], Help [e-mail]
   
• Check-in Filter
  
  When exporting from an Event/Program, filter your Export by:
  • All volunteers
  • Include only volunteers who HAVE checked in
  • Include only volunteers who HAVE NOT checked in

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Saved Exports 

Save your export settings for future use by giving the export a name and clicking Save. A link to the saved report will appear below, allowing you to rerun the same report with a single click.

Sharing Saved Exports:
Enable the sharing toggle to allow other team members to access the saved export. Each time the report is opened, it will automatically refresh with the most up-to-date data.

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