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
- Prerequisites and permissions
- Export a member list
- Download the export file
- Who can access export files
- The export cannot be created
- Related articles
Fast lane
- 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.
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.
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 keeps working with the Display permission alone.