Exporting reports

Every report can leave ClubHelix. This page covers the formats, what happens to large exports, and what gets recorded when you download member or incident data.

Who can use this

You can export anything you can view. The permission that controls the report controls its export — there is no way to export something you cannot see on screen.

What's on the page

Each report offers the formats that suit it:

• CSV — available on every report. Opens in Excel, Numbers and Google Sheets.
• PDF — on finance and committee-facing reports. Branded with your logo, the report name, the period and who generated it. This is the version you table at a meeting.
• Xero and QuickBooks — accounting-shaped exports on the main money reports, so figures land without hand-editing.

Step by step

1. Open a report and set the period you want.
2. Check the figures on screen first — the export contains exactly what you see.
3. Choose Download CSV above the table.
4. For a committee meeting, use the PDF: it carries the period and the basis, so nobody has to ask what the numbers cover.

Field reference

Header rows. Every export begins with the report name, the exact period including its boundaries, the timezone, and the basis line. A spreadsheet that has been emailed around for a week is useless without them.

Row caps. Large exports run in the background and email you a link rather than blocking the page. Where a cap has trimmed results, the report says so on screen — a truncated export is never presented as complete.

Audit logging. Exporting member, incident, waiver, credential or payment data writes an entry to the audit log recording who exported what, for which period, and how many rows. This is not a restriction on you; it is what lets the club demonstrate that personal data has been handled properly.

Tips & FAQ

The CSV opens with everything in one column. Some spreadsheet software needs the delimiter set on import. Choose comma-separated.

Can I schedule an export? Yes — see Reports → Scheduled. A schedule sends a whole pack, with the formats you choose attached. It is a Pro feature, and it is deliberately limited to people who run the club rather than the whole membership.

Numbers differ from a report I exported last month. Check the period in the header rows. A relative preset like "Last quarter" means a different range depending on when it ran — which is exactly why the boundaries are written into every export.