In this article you will learn how to export a member list as an Excel file, where to download generated export files, and which permission each of these actions requires.
Contents
- Quick Guide
- Prerequisites and permissions
- Export a member list
- Download the export file
- Who can access export files
- Sensitive data in the export
- The export cannot be created
- Related articles
Quick Guide
If you can't find an area in the sidebar on the left, click the last entry there, More. Use Customize navigation to choose which areas appear directly in the sidebar.
- Go to Members / Member filter lists / Overview and open the list you want to export.
- Click the three-dot menu and select Export lists.
- Click Export.
- Open the Download Manager in the header and download the Excel file.
Prerequisites and permissions
Each action on member export lists requires its own permission. You configure these per role under Resources / Employees / Roles, in the permission Manage member export list.
| Action | Required permission |
|---|---|
| Open the Export lists page and download an export file | Manage member export list: Display |
| Create a new export from a member list | Manage member export list: Create |
| Delete an export file | Manage member export list: Delete |
Permissions take effect per studio. A role grants the permission only in the studios assigned to the employee.
Export a member list
You start the export from the member list itself:
- Go to Members / Member filter lists / Overview.
- Select the member list you want to export.
- Click the three-dot menu in the upper right corner and select Export lists. An overview of the export files that already exist for this list opens.
- Click Export.
The file is compiled in the background, so you can keep working in the meantime. The result is an Excel file in .xlsx format.
Download the export file
Once the file has been compiled, you can download it in two places:
- Download Manager: in the header, in the circle with the downward arrow. It collects all requested export and download files in one place.
- Members / Export lists: the overview of all member export files for the studios you have access to. You can also reach this overview from the three-dot menu of a member list.
Under Finance there is a second page also labelled Export lists. That page contains tax consultant exports, uses a different permission, and does not contain member exports.
Who can access export files
Access to export files is controlled per studio, not per employee. Anyone who has the permission Manage member export list: Display in a studio can see and download every member export file created for that studio, including files created by other employees. Access is not limited to the employee who created the export.
Downloading a file also requires the data permissions the file was created with, see Sensitive data in the export.
If you want to narrow down who can download member data, you have two options:
- Remove Manage member export list: Display from the roles that should not have it.
- Reduce the studios assigned to those roles, so the permission only applies where it is needed.
To check which roles currently hold this permission, download the role overview as described in Exporting User Roles and Permissions for Documentation and Analysis.
Sensitive data in the export
A member export always contains the same columns. Which values appear in plain text in the export file depends on the permissions the employee has for each location when creating the export. If a permission is missing, the corresponding columns stay in the file, but their values are masked. Email address, phone numbers and IBAN are partly obscured, all other values completely.
| Permission | Where to find it | Columns in plain text |
|---|---|---|
| Manage member export list | Member management / General | Required for every member export. Member number, member status, card number, last check-in and campaign name are always in plain text. |
| Manage personal data | Member management / Administration | First name, last name, date of birth, age, gender, tax ID |
| Manage address data | Member management / Administration | Street, house number, ZIP code, city |
| Manage member's email addresses | Member management / Administration | Email address |
| Manage member's phone numbers | Member management / Administration | Phone (private), Mobile (private) |
| Manage bank details & SEPA | Member management / Finance | IBAN, BIC, account holder |
| Manage member account | Member management / Finance | Account balance, Consumption credit, Pay later |
A finished export file can only be downloaded by someone who has, for every location it contains, at least the permissions with which the values were exported in plain text. Otherwise the download is refused.
Which permission controls which member data in the member profile is described in Employee permissions for member information and data privacy.
The export cannot be created
The Export button is also displayed when your role only has Manage member export list: Display. In that case the export cannot be created and you receive an error message.
Ask your administrator to add Manage member export list: Create to your role. Downloading export files that already exist does not require Create. It requires Display and the data permissions the file was created with.
Related articles
- How to create member lists
- Exporting User Roles and Permissions for Documentation and Analysis
- Employee permissions for member information and data privacy
Note: This article was created with the help of artificial intelligence and editorially reviewed.