Export Center

The Export Center lets you extract applicant data from the system into downloadable spreadsheet files. You can choose which fields to include, save export presets for repeated use, and download files in Excel (XLSX) format.

Accessing the Export Center

The export functionality is available from the applicant list view:

1. Navigate to the Applicants roster.
2. Click the Export button in the toolbar area.
3. The export modal opens with field selection and configuration options.

Choosing Fields to Export

The Export Field Picker lets you select exactly which data columns to include in your export:

1. Browse available fields organized by category:
   • Lead details -- Name, email, phone, status, priority, source, owner.
   • Parent / Guardian -- Parent names, emails, phone numbers, addresses.
   • Student -- First name, last name, date of birth, gender, nationality.
   • Academic -- Program, enrolment year, pipeline stage.
   • Form data -- Custom form submission fields.
   • Dates -- Created date, last updated, submission date.
2. Check the fields you want to include.
3. Reorder fields by dragging them into your preferred column order.

TIP

Select only the fields you actually need. Smaller exports generate faster and are easier to work with in spreadsheet software.

Export Presets

If you frequently export the same set of fields, save a preset to avoid reconfiguring each time:

1. Select your desired fields.
2. Click Save as Preset.
3. Give the preset a name (e.g., "Weekly Admissions Report", "Parent Contact List").
4. Next time you export, select the preset from the presets dropdown to load the saved field configuration instantly.

You can manage presets through the Export Presets Manager:

• Edit a preset to update its field selection.
• Delete presets you no longer need.

Applying Filters Before Exporting

The export respects any active filters on the applicant list:

• Pipeline filter -- Export only applicants in a specific pipeline.
• Stage filter -- Export applicants at a particular stage.
• Status filter -- Export by applicant status.
• Search query -- Export only records matching a text search.
• Date range -- Export applicants created or updated within a date range.

TIP

Apply your filters on the applicant list before opening the export modal. The export will include only the filtered set of records.

Downloading the Export

1. After configuring fields (or selecting a preset), click Export.
2. The system generates the file in the background. A progress modal shows the export status.
3. When complete, click Download to save the XLSX file to your computer.

For large exports (hundreds or thousands of records), the file generation may take a moment. The progress indicator keeps you informed.

WARNING

Export files are available for download for a limited time after generation. Download your file promptly. Expired export files are automatically cleaned up by the system.

Export History

Previous exports may be visible in the export history table, showing:

• Date the export was generated.
• Number of records exported.
• File name and format.
• Download link (if still available).

Troubleshooting

Problem	Solution
Export takes too long	Large datasets may take several minutes. Try narrowing your filters to reduce the number of records.
Download link expired	Re-run the export. Files are cleaned up after a set period.
Missing fields in export	Verify you selected all desired fields in the field picker before exporting.
Empty export file	Check that your current filters actually match some records.

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