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How do I export my data?

Learn how to export your facilities data.

You can export most of your data straight from Octiv: members, finances, leads, store sales, and bookings and attendance. Most list pages have an export button that exports what the page's filters are showing, and Reports >> Exports has fuller exports.

Members

Go to Members >> Manage, set the filters at the top (for example Location, Status, Package, Programme, Member Group, Payment Type or Assigned Staff), and click CSV Export.

Invoices, credit notes and payments

  • Invoices: go to Accounts >> Invoices, set the filters and click Export. Choose a format: CSV (raw data for spreadsheets and imports), XLS (a formatted Excel workbook) or PDF (the individual invoices, bulk-downloaded as one zipped file). For CSV and XLS, click Download. For PDF, enter an email address and click Email export; the zipped file is emailed when it's ready.
  • Credit notes: Accounts >> Credit Notes, set the filters, then CSV Export.
  • Payments: Accounts >> Payments, set the filters, then CSV Export.

Statements can only be downloaded one member at a time. To send statements to many members at once, use the bulk actions on Members >> Manage.

Leads

Go to Leads >> Manage, set the filters, and click CSV Export. This includes drop-ins.

Store sales

Go to Store >> Sales, filter by sale status and date, and click CSV Export.

Full exports: members, finances, bookings and leads

Go to Reports >> Exports, choose the Type and Location, and click Export. You get a CSV file with more detail than the list pages:

  • Members: member status, financial information, booked sessions, when they were created or deactivated, whether they've accepted your terms, and more.
  • Finances: each member's invoices, with invoice status, payment type, created date and debit batch date.
  • Bookings: attendance for active and deactivated members, who made or cancelled each booking, and the class details.
  • Leads: all leads, with their bookings.

If you need data that none of these exports include, email support@octivfitness.com.

If the CSV opens in one column in Excel

If all the data lands in one column, Excel hasn't split it. To fix it:

  1. Select the first column.
  2. Go to Data and choose Text to Columns.
  3. Choose Delimited and click Next.
  4. Tick Tab, Comma and Space, click Next, then Finish.