Caregiver Exports

🔒Requires permission: Caregivers.Export

HCSS Events Platform allows authorized users to export caregiver data in multiple formats for reporting, offline analysis, and sharing with stakeholders. This guide covers the available export formats, how to configure exports, and what data is included.

Permission Requirements

Exporting caregiver data requires the Caregivers.Export permission. The following roles have this permission by default:

Role	Has Export Permission
Admin	Yes
Scheduler	Yes
Supervisor	Yes
Leadership	No

info

If you need export access and do not have it, contact your system administrator to request the Caregivers.Export permission.

Export Formats

HCSS Events Platform supports three export formats:

Format	Extension	Best For
CSV	.csv	Data import into other systems, large datasets, programmatic processing.
Excel	.xlsx	Analysis in Microsoft Excel or Google Sheets, formatted tables with headers.
PDF	.pdf	Printing, sharing with stakeholders who do not need raw data, formal reports.

Exporting from the Caregiver List

Step-by-Step Instructions

1. Navigate to Caregivers in the left sidebar.
2. Apply any desired filters to narrow the data (see Viewing and Filtering Caregivers).
3. Optionally sort the list by clicking a column header. The export will respect the current sort order.
4. Click the Export button in the top-right corner of the page.
5. The export dialog opens with the following options:

Export Dialog Options

Option	Description
Format	Select CSV, Excel, or PDF.
Scope	Choose Filtered Results (export only what matches current filters) or All Caregivers (export the entire caregiver database).
Columns	Select which columns to include in the export. All columns are selected by default.
Include DNR Details	Checkbox. If enabled, DNR reason and flagged date are included for DNR caregivers. Default: unchecked.
Include Credential Summary	Checkbox. If enabled, a summary of credential status (valid, expiring, expired) is appended. Default: unchecked.

6. Click Export to generate the file.
7. The file downloads automatically through your browser. For large exports, a progress indicator appears.

Available Export Columns

The following columns can be included in any export:

Column	CSV Header	Description
Full Name	full_name	Last name, first name.
BlueSky ID	bluesky_id	Unique BlueSky CRM identifier.
Specialty	specialty	Primary clinical specialty code.
Status	status	Active, Inactive, or DNR.
Email	email	Primary email address.
Phone	phone	Primary phone number.
State	state	State of residence (abbreviation).
City	city	City of residence.
Last Event	last_event	Name of the most recent event.
Last Event Date	last_event_date	Start date of the most recent event.
Total Events	total_events	Count of events participated in.
Total Hours	total_hours	Cumulative hours worked across all events.
DNR Reason	dnr_reason	Reason category (only if "Include DNR Details" is checked).
DNR Date	dnr_date	Date the DNR was applied (only if "Include DNR Details" is checked).
Credential Status	credential_status	Summary: "All Valid", "Expiring Soon", or "Issues Found" (only if "Include Credential Summary" is checked).

Exporting from the Caregiver Detail Page

Individual caregiver records can be exported from the detail page:

1. Navigate to the caregiver's detail page.
2. Click the Print button in the header.
3. Select the export format: PDF or Print Preview.
4. The generated document includes:
   • Personal information.
   • Credential summary.
   • Assignment history.
   • Work history summary.

note

The individual caregiver export always generates a comprehensive profile. Column selection is not available for single-caregiver exports.

CSV Export Details

CSV exports use the following formatting conventions:

Convention	Detail
Delimiter	Comma (,).
Text Qualifier	Double quotes (") for fields containing commas or line breaks.
Encoding	UTF-8 with BOM (for compatibility with Excel).
Date Format	YYYY-MM-DD (ISO 8601).
Header Row	First row contains column headers using the CSV Header names from the table above.
Line Endings	CRLF (\r\n) for Windows compatibility.

Opening CSV in Excel

If your CSV file does not display correctly in Excel:

1. Open Excel.
2. Go to Data > From Text/CSV.
3. Select the downloaded file.
4. Ensure the delimiter is set to Comma and the encoding is UTF-8.
5. Click Load.

Excel Export Details

Excel exports include additional formatting:

• Header row is bold with a colored background.
• Column widths are auto-fitted to content.
• Data types are set correctly (numbers as numbers, dates as dates).
• Auto-filter is enabled on all columns for easy in-Excel filtering.
• Sheet name is set to "Caregivers".

PDF Export Details

PDF exports are formatted as a printable report:

• Header includes the HCSS Events Platform logo, export date, and the name of the user who generated the report.
• Footer includes page numbers.
• Orientation is landscape for list exports (to accommodate many columns) and portrait for individual caregiver profiles.
• Font is DejaVu Sans for cross-platform compatibility.

tip

For PDF exports with many columns, consider deselecting columns you do not need to improve readability. The PDF renderer will adjust column widths automatically, but too many columns can result in very small text.

Export Limits

Limit	Value
Maximum rows per export	10,000 caregivers. If your filtered results exceed this limit, narrow your filters or perform multiple exports.
Maximum file size	50 MB. This limit is rarely reached but may apply to exports with credential details for very large datasets.
Concurrent exports	1 per user. Wait for the current export to complete before starting another.

Export Audit Trail

All exports are logged in the system audit trail for compliance purposes:

Logged Field	Description
User	Who initiated the export.
Date/Time	When the export was generated.
Format	CSV, Excel, or PDF.
Scope	Filtered Results or All Caregivers.
Row Count	Number of records exported.
Filters Applied	Summary of active filters at the time of export.

Administrators can review export activity under Settings > Audit Log > Exports.

Troubleshooting

Issue	Solution
Export button is grayed out	You do not have the Caregivers.Export permission. Contact your administrator.
Export takes too long	Reduce the number of records by applying filters. Avoid "All Caregivers" scope for very large databases.
CSV opens with garbled characters	Ensure you open the file with UTF-8 encoding. See the "Opening CSV in Excel" section above.
PDF text is too small	Reduce the number of columns in the export to give remaining columns more space.
Export file is empty	Verify that your current filters return results. Check the total count displayed above the caregiver list.