NeatClubs.COM - Exporting Registrations

NeatClubs provides the ability to download registrations to a CSV (comma separated values) file. CSV is a common format exchanging data between systems that can be loaded directly into most database management systems.

Registrations can either be exported across all event types (exporting all fall class registrations into a single file as an example), or the export may be restricted to a single event (all attendees of a particular event)

To access the CSV export function, while logged in as the Administrator, select "Incoming Registrations".

If you want to export registrations from multiple events into a single CSV file select "Show All Registrations".

If you want to export registrations made against only a single event definition select the option beginning with "Show registrations for" and then select the event name from the pull-down list.

When viewing your dashboard of recent registrations, the "Export Registrations" link is visible at the bottom of the list of received registrations.

When you click on the Export Registrations link, you will be given the option of either exporting class registrations for a particular year and session or select the registrations to export based on date ranges as shown below.

On select your preferences and clicking Export to CSV, you should see the CSV file be generated immediately. One most systems Microsoft Excel will likely start automatically since this is usually the default program for handling CSV files on most systems.

One thing to be aware of is that when exporting registration events into a single file, the user-defined forms for the events being exported should match exactly. This is because when viewing the data in a tabular format we normally want all columns to have the same meaning.

To export registrations that you have received online for a particular class or event, you can click on the "Export Registrations" when you are viewing registrations received for only one event.

A CSV file will be generated by the web-server. You will be presented with the opportunity to open this file or save it to your local computer as shown below.

For both of the above export options, NeatClubs presents the registration information in three sections. The first and third sections will depend on your system setup and the configuration of your registration event. The three sections are:

The columns highlighted in yellow are the fields associated with the membership record. These fields appear only registration event types that require that an account exist for registration to occur.

Anonymous registrations will appear a little differently and are not shown in this example. For anonymous registrations the first three data collection fields in a form are assumed to be "Name", "Phone Number" and "E-Mail Address". For an anonymous registration that does not require a user account, these fields will be shown instead. The fields exported, the order in which they are presented, and how they appear, will depend on how you configure your member database.

Following a variable number of fields coming from for the membership record (representing the person who actually performed the registration), NeatClubs will automatically export a series of fields that are consistent across all registration events. These fields show what the person registered for, payment information and information specific to classes or resource reservations. For some events, many of these columns are not used and can be safely deleted or hidden in Microsoft Excel.

Field Heading	Database level field name	Description
Baseline Cost	det_brk_baseline_cost	The baseline cost is usually equivalent to the cost of the event itself. It can be modified however depending on advanced configuration settings like quantity multiplier fields in the form setup or events where costing is made condition in membership status. In these cases the baseline cost will reflect these addition rules.
Form Cost Impacts	det_brk_cost_impacts	If form level cost impact expressions are being used, this fields will represent the cumulative value of these impacts. It may be a positive or negative real number. This value will be zero when price impact expressions are not used.
Supp. Fee #1	det_brk_supp1	If the first supplementary fee is active, this fields will represent the uplift or discount triggered by that fee
Supp. Fee #2	det_brk_supp2	If the second supplementary fee is active, this fields will represent the uplift or discount triggered by that fee
Supp. Fee #3	det_brk_supp3	If third first supplementary fee is active, this fields will represent the uplift or discount triggered by that fee
Tax #1	det_brk_tax1	If NeatClubs is configured to collect the first tax as configured in the payment setup, the percentage specified will be applied to the sum of all fields described so far.
Tax #2	det_brk_tax2	Similarly the second tax may exist in which case the second tax will be calculated "side by side" in the same fashion as the first tax.
Admin Fee	det_brk_admin_fee	If a site-wide administration fee has been levied, the site wide percentage uplift will be applied to all charges (excluding the taxes)
Amount Due	det_amount_due	The amount die column reflects the cost that the application determined should be assessed for the registration
Payment Made	det_payment	The payment made column reflects the actual amount paid. This will normally match the amount due however it can be different. In cases where the registrations was abandoned at the payment stage, this amount may show as zero in which case the administrator needs to determine whether to cancel the registration or inquire with the participant about them providing payment. This field can also be different if the registrant if the event configuration allowed the registrant to manually over-ride the payment amount
TXN ID	det_txnid	This is the unique transaction ID coming from the payment system. This column is provided to help reconcile with a spreadsheet jump of the payment data from PayPal.
Class Name	ev_sessions_name (this is actually stored as a comma delimited list of classes - the class displayed uses the integer stream as an index into the list. This value is not actually stored in the event_detail database table.	This columns represents the name of the class (this is different than the name of the event) - For example, the class or program might be called "KinderGym" while the particular class timeslot might be "KG Monday 9:00 AM". These class names correspond to each available timeslot when setting up a class event
Start Date	ev_staggered_start_dates (same approach as above using the stream number as an index)	This is the actual start date of the stream that was registered for. In the case of a late registration, this field will reflect the selected late start date
Time	ev_staggered_start_times (same approach as above using the stream number as an index)	This is the start time of the class
Notes	Also determined from event definition	If you have associated notes with time slots in the event setup they will be exported here. Clubs have advised that these notes are helpful if class times have unique identifiers that need to be imported into another system
Stream	det_stream	This is a numeric index into the "timeslot" for a particular class. This is used by the system but is provided for convenience and to make it easier to debug any problems with registrations that might occur

The last part of the registration record showcases data collected in custom data collection fields that are specific to the registration event. These fields will be presented in the order that they are configured to appear in the event setup. They will appear only if the "Export Field" property has been set to "Yes" in the field setup.

The name and order of these data collection fields can of course be different for every event because you may want to ask different questions depending on the nature of the event.

In cases where you are exporting all of the classes in a particular year and session to a CSV file, it is a good idea to make sure that all of the data collection fields are consistent across the event definitions.