Exporting Reports

🔒Requires permission: Analytics.Export

All reports in HCSS Events Platform can be exported for offline analysis, sharing, printing, or archival. This guide covers the three export formats (CSV, PDF, Excel), how to configure export filters, formatting considerations for each format, and how to schedule automated report delivery.

Export Permission

Exporting reports requires the Analytics.Export permission in addition to the Analytics.View permission needed to access reports. If you can view reports but do not see the Export button, contact your administrator.

Permission	What It Grants
Analytics.View	View reports in the browser. Apply filters and date ranges. Save filter configurations.
Analytics.Export	All of the above, plus: download reports in CSV, PDF, or Excel format. Schedule automated report delivery.

Export Formats

CSV (Comma-Separated Values)

CSV is the most versatile export format, ideal for data analysis and integration with other tools.

Characteristic	Detail
File Extension	.csv
Encoding	UTF-8 with BOM (for proper character display in Excel).
Delimiter	Comma.
Headers	Column names are included as the first row.
Formatting	None. Raw data values only. No styling, colors, or charts.
Date Format	ISO 8601 (YYYY-MM-DD).
Numeric Format	Unformatted numbers. Percentages exported as decimals (e.g., 0.85 for 85%).
Max Rows	No limit. All data matching the current filters is included.

Best for:

• Importing into spreadsheet applications (Google Sheets, Excel, LibreOffice Calc).
• Loading into data analysis tools (Power BI, Tableau, Python/pandas).
• Automated processing by other systems via file import.

tip

When opening CSV exports in Excel, use the Data > From Text/CSV import wizard rather than double-clicking the file. This ensures dates, phone numbers, and IDs are not automatically reformatted by Excel's auto-detection.

PDF (Portable Document Format)

PDF exports create formatted, print-ready documents with visual styling, headers, and optional charts.

Characteristic	Detail
File Extension	.pdf
Page Size	Letter (8.5" x 11") or A4, based on your profile's locale setting.
Orientation	Landscape for reports with many columns; Portrait for narrower reports. Auto-selected based on content.
Headers/Footers	Report name, filter summary, date range, generation timestamp, and page numbers.
Branding	Includes the organization logo configured in system settings.
Charts	Embedded as images if the report includes visual elements.
Max Rows	Paginated automatically. Reports with more than 500 rows include a summary page and table of contents.

Best for:

• Printing physical copies for meetings or distribution.
• Sending as email attachments to stakeholders who need a read-only view.
• Archival and compliance documentation.

Excel (XLSX)

Excel exports provide a formatted spreadsheet with styled headers, auto-filters, and embedded charts.

Characteristic	Detail
File Extension	.xlsx
Worksheets	Primary data on Sheet 1. Summary/totals on Sheet 2 (if applicable). Charts on Sheet 3 (if applicable).
Headers	Styled with bold text, background color, and frozen row for scrolling.
Auto-Filters	Enabled on all data columns for in-spreadsheet filtering.
Date Format	Formatted as dates (sortable and filterable in Excel).
Numeric Format	Percentages displayed as percentages. Currency values formatted with dollar signs. Numbers include thousand separators.
Charts	Embedded Excel charts matching the in-application visualizations.
Max Rows	Limited to 1,048,576 rows (Excel maximum). A warning is displayed if the report exceeds this limit.

Best for:

• Formatted data analysis directly in Excel without manual cleanup.
• Creating presentations or derivative reports from the exported data.
• Sharing with teams who prefer working in spreadsheet format.

How to Export a Report

Step-by-Step Export Process

1. Navigate to Analytics and open the desired report.
2. Configure your filters and date range to define the data you want to export.
3. Review the report in the browser to confirm it contains the expected data.
4. Click the Export button in the upper-right corner of the report.
5. A dropdown menu appears with three options: CSV, PDF, Excel.
6. Click the desired format.
7. For small reports, the file downloads immediately.
8. For large reports (more than 10,000 rows), a progress indicator appears. The file downloads when generation is complete.

Export File Naming

Exported files follow a consistent naming convention:

<ReportName>_<DateRange>_<ExportDate>.<extension>

Examples:

• FillRateReport_2026-01-01_to_2026-01-31_2026-02-14.csv
• SurveyResponseReport_LastQuarter_2026-02-14.pdf
• CaregiverRoster_YTD_2026-02-14.xlsx

Configuring Export Filters

The data included in an export is determined by the filters and date range active at the time of export. This means you can generate targeted exports without modifying the underlying report.

Filter Strategy for Common Export Scenarios

Scenario	Recommended Filters
Weekly staffing update for leadership	Fill Rate report, filtered to Active events only, date range = This Week, export as PDF.
Monthly compliance audit	Audit Log report, filtered to specific modules and users, date range = Last Month, export as CSV.
Event-specific caregiver roster for a client	Caregiver Roster report, filtered to the specific event, all statuses, export as Excel.
Quarterly survey performance review	Survey Response report, no event filter (all events), date range = Last Quarter, export as Excel.
Travel logistics for an upcoming event	Travel Status report, filtered to the specific event, status = Pending or Booked, export as PDF.

tip

Before exporting, always click Apply Filters and review the in-browser report to confirm the data matches your expectations. The export will contain exactly what you see on screen (with all pages, not just the first page of a paginated view).

Exporting Filtered vs. Full Data

Option	Behavior
Export with Filters (default)	Only rows matching the current filter configuration are included.
Export All	Available via the dropdown arrow on the Export button. Exports all data for the report, ignoring filters. Useful for full data dumps.

note

The Export All option may produce very large files for reports with extensive historical data. For the Audit Log report in particular, exporting all data without a date range filter is not recommended due to file size.

Scheduled Reports

Scheduled reports allow you to automate report generation and delivery on a recurring basis. Reports are generated at the configured time and delivered to specified email addresses.

Setting Up a Scheduled Report

1. Open the report you want to schedule.
2. Configure the filters you want applied to each scheduled run.
3. Click Schedule (next to the Export button).
4. Fill in the schedule configuration:

Setting	Description	Options
Report Name	A descriptive name for this scheduled report.	Free text (e.g., "Weekly Fill Rate - Active Events").
Frequency	How often the report should be generated.	Daily, Weekly, Bi-Weekly, Monthly, Quarterly.
Day	The day of the week (for Weekly/Bi-Weekly) or day of the month (for Monthly).	Monday-Sunday, or 1st-28th.
Time	The time of day the report is generated.	Hour selection in UTC.
Format	The export format for the delivered report.	CSV, PDF, or Excel.
Recipients	Email addresses that receive the report.	Enter one or more email addresses.
Include Summary	Whether to include a brief summary in the email body.	Yes / No.
Active	Whether the schedule is currently active.	Toggle on/off.

5. Click Save Schedule.

Managing Scheduled Reports

View and manage all scheduled reports at Analytics > Scheduled Reports.

Action	Description
Edit	Modify the schedule configuration, filters, recipients, or format.
Pause	Temporarily disable the schedule without deleting it.
Resume	Re-enable a paused schedule.
Delete	Permanently remove the scheduled report.
Run Now	Trigger an immediate generation and delivery outside the normal schedule.
View History	See a log of past deliveries, including timestamps and recipient lists.

Schedule Delivery Details

Detail	Description
Email Subject	"[HCSS Events Platform] <Report Name> - <Date>"
Email Body	Summary of the report (if enabled) plus a note about the attached file.
Attachment	The generated report file in the configured format.
Delivery Time	Reports are generated within 15 minutes of the scheduled time. Large reports may take longer.
Failure Notification	If a scheduled report fails to generate, the schedule owner receives an error notification with details.

warning

Scheduled reports use the filter configuration saved at the time the schedule was created. If you need to change the data included in a scheduled report, edit the schedule and update the filters. Changes to saved filter presets do not automatically propagate to existing schedules.

Export Limits and Performance

Factor	Guideline
Row count	Reports with fewer than 10,000 rows export instantly. Reports with 10,000-100,000 rows may take 10-30 seconds. Reports exceeding 100,000 rows may take several minutes.
Concurrent exports	Each user can have up to 3 exports in progress simultaneously. Additional requests are queued.
File size	CSV exports are the smallest. PDF exports are the largest due to formatting and embedded images.
Scheduled report retention	Generated scheduled reports are retained on the server for 30 days. After 30 days, they must be re-generated.

tip

For very large data sets, export as CSV for the fastest generation time and smallest file size. Use Excel or PDF formats when you need the report to be presentation-ready.

Role-Based Export Access

Capability	Admin	Leadership	Scheduler
Export reports	Yes (all reports)	Yes (all except Audit Log)	Yes (assigned events only)
Schedule reports	Yes	Yes	No
Manage all schedules	Yes	Own schedules only	No
Export All (unfiltered)	Yes	No	No

Next Steps

• Analytics Overview -- Return to the full report catalog.
• Leadership Dashboard -- Executive-level KPI dashboard with export-to-PDF capability.