Activity Messenger Help Center
Exports to Excel and CSV
Almost every list and report in Activity Messenger can be downloaded as a spreadsheet. This catalogue lists each export an administrator can download, grouped by area: where to find it, the file format, the columns it contains, whether it runs as a background operation, and the permission it needs.
Column names are given as they appear in the first row of the file. Several financial exports use technical English column names such as invoice_no in both languages; those names are shown in code style. Columns that only appear in some situations (a filter, a module, a setting) are marked as such.
Before you start
- The button. An export is a green button with the Excel icon. Where the button has a tooltip, it reads Download to Excel or Export. The button downloads the rows currently shown, with the date range, search and filters applied on screen.
- Format. Exports are Excel workbooks (
.xlsx) unless the table says CSV. Attendance sheets and invoices can also be produced as PDF; those are mentioned where they sit next to a spreadsheet export. - Totals. In financial exports, amount columns end with a sum row below the last data row.
- Dates in file names. File names use the organization's timezone, for example
sales_2026-09-01_2026-09-30.xlsx. - Permissions. The Reports menu item is shown to users who can access invoices. An owner, administrator or accountant sees every report; a user without Can view payments and sales reports of others only sees their own payments and sales. Form, attendance and client exports require Can access client contact information. Answers to encrypted questions are exported only with Can view and save encrypted answers.
Where discounts and promo codes appear
Three exports show discount information. Pick the one that matches the question.
- Promo codes and discounts (E-Commerce → Reports → Sales → Promo codes and discounts) is the report to use for discount totals by promo code. The Discount summary sheet has one row per discount: Discount type, Promo code, Discount name, Uses, Discounted amount. The Discount details sheet has one row per invoice item with Date applied, Discount type, Promo code, Discount name, Discounted amount, Original amount, Net amount after discounts, Invoice no, Invoice ID, Invoice status, Invoice balance, Invoice item, Invoice item ID, Connected item type, Connected item ID, Form, Form ID, the account owner (ID, name, email, mobile) and the participant (ID, name, email, mobile). Filter by discount type (Promo code, Manual discount, Manual credit), by promo code, or by discount name. This report is available to owners, administrators and accountants.
- Sales (E-Commerce → Reports → Sales → Sales) lists every invoice item with the promo code applied to it: Promo code, Promo code name, Promo discount amount, and Promo code 2, Promo code 2 name, Promo discount 2 amount when two codes were combined. Use the With promo code filter to keep only discounted items.
- The Form responses export has an Invoice items sheet with a
discountamount per item, but not the promo code.
The Promo codes page itself has no export. See How promo codes work for the promo code settings.
Background operations
Most exports download immediately. Three financial exports are queued when they are large, and the download comes from Background operations instead:
- Sales, Sales summary and Sales by ledger codes run in the background when the report covers more than 1,000 invoice items, or when a direct download times out. The report shows This report has 1,234 rows, so the export will finish in background operations. with the actual row count.
- Absent participants report runs in the background when it covers more than 1,000 missed occurrences. Only one absence report can be prepared at a time for an organization.
- Download invoice PDFs (ZIP) on the Invoices page always runs in the background. It produces PDFs, not a spreadsheet.
The operation appears as Export report: Sales (or the report name) in the Background operations panel of the administration pages and on the Background operations page in your user menu. When it is finished, the operation name links to the file. Choose Notify me when finished on the operation to receive an email or SMS; the message links to the Background operations page, where the finished operation links to the file. Requesting the same export twice with the same dates and filters reuses the running operation.
Financial reports
Open E-Commerce → Reports (on the newer navigation, Reports → Financial reports), choose the report, set the date range and filters, then select the Excel button. See Financial reports for how each report calculates its numbers.
Sales category
| Export | What the file contains |
|---|---|
| Sales | One row per invoice item: ID, Type, Invoice #, Contract, Sold on, Finalized at, Item, Line item description, Promo code, Promo code name, Promo discount amount, Promo code 2, Promo code 2 name, Promo discount 2 amount, GL, Tags, Package ID, Package, Membership start date, Membership end date, Membership duration days, Booking date, Booking type, Time, Product ID, Product, client name, email, phone and company, Price, Quantity, Amount, Taxes plus one tax - name column per tax, Total, Paid, Paid before tax, Paid tax plus one paid_name column per tax, payment type, Paid on, Change in balance, Balance, admin name, email and phone, Is cancellation, Is cancelled, Was refunded, Exception. Background when over 1,000 items. See Sales reports. |
| Sales summary | One row per day: date, amount, tax plus one tax - name column per tax, total, paid, paid_before_tax, paid_tax, change_in_balance, balance. Background when over 1,000 items. |
| Sales by ledger codes | One row per ledger code: gl, amount, tax plus one column per tax, total, paid, paid_before_tax, paid_tax, change_in_balance, balance. Background when over 1,000 items. |
| Promo codes and discounts | Two sheets, Discount summary and Discount details, described above. Owners, administrators and accountants. |
| Sales by business model (or your category label) | Sales grouped by ledger code category. Shown only when ledger code categories are enabled. See Group ledger codes and report sales by category. |
Period journal entries and Deferred revenue also have an Excel button for owners, administrators and accountants.
Payments category
| Export | What the file contains |
|---|---|
| Payments | One row per payment: point_of_sale_name (POS, when the organization has points of sale), id, receipt_no, invoice_no, contract_state, date, type, type_display, stripe_type, interac_reference_number (when required), amount, amount_taxes plus one amount_tax - name column per tax, amount_without_taxes, amount_not_reconciled (when any), ledger_codes, amount_no_gl, amount_by_filtered_gl (with a ledger code filter), client_name, client_email, client_mobile, client_company, membership start date, end date and duration (with the membership filter), status, scheduled_at, admin_name, admin_email, admin_mobile, admin_note, exception, fee, fee_tax plus one fee_tax - name column per tax, stripe_fee, failed_at, failed_error, gift_card_id, gift_card_no. See Payments reports. |
| Payments summary | A Worksheet sheet and, with points of sale, a Summary by POS sheet: one row per day with amount, amount_taxes, one column per tax, amount_without_taxes, then one column per payment method (credit_card_stripe, stripe_card_present, stripe_interac_present, debit, aft, moneris, interac, gift_card, credit_card_offline, debit_offline, check, cash, other, balance_other_platform, credit, tip). |
| Payments by ledger codes | The same amount and payment-method columns, one row per ledger code. |
Register operations, Scheduled payment attempts, Monthly payments, Payments needing attention, Payment method history and Transaction fees also have an Excel button. Payments and Period journal entries additionally offer a Journal entries text export for accounting software; see Export journal entries to QuickBooks or Sage.
Stripe category
| Export | What the file contains |
|---|---|
| Stripe payments | Two sheets, Payments and Payments by date. The payments sheet has id, organization ID, name, alias and timezone, receipt_no, invoice_no, paid_at, class_start, type, stripe_type, charge_id, card_brand, amount, amount_not_reconciled (when any), ledger_codes, client_name, client_email, client_mobile, client_company, status, admin_name, admin_email, admin_mobile, exception, fee, fee_tax plus one fee_tax - name column per tax, stripe_fee, amount_without_fees, payout_id, payout_at. Owners, administrators and accountants with a connected Stripe account. See Stripe reports. |
| Stripe payouts (bank deposits) | One workbook with the sheets Payouts, Payments, Items, By ledger code, Summed by ledger code, journal entries (when configured, with a separate Refunds sheet when refunds are posted separately), Payments by date, Unreconciled payments, Gift card transfers and Organizations (the last two when applicable). The payouts sheet has payout_id, payout_at, status, amount, activity_messenger_amount, delta (when a difference exists), visa_amount, mastercard_amount, amex_amount, bank_debit_amount, other_amount. |
Stripe disputes and the failed refunds list also have an Excel button.
Classes, memberships and bookings categories
| Export | What the file contains |
|---|---|
| Active memberships | A Memberships sheet with id, name and the active count on the first date, plus the second date and delta when the range covers two dates. With members included, one extra sheet per membership: id, name, email, mobile, active_at, expired_at, and operation when two dates are compared. See Memberships reports. |
| Membership payments | One row per client: id, membership_no, name, email, mobile, one column per month in the range (for example January-26), total, recurring. |
| Bookings | Four sheets: Bookings (id, location_name, booking_name, booking_type_name, start, end, hours, hours_adjusted, days, plus recipient_name and recipient_email when a booking has a client), Bookings per day, Hours booked per day and Number of people. See Bookings reports. |
| Waitlist report | CSV, not Excel: Participant, Email, Status, Current waitlist activities, Confirmed registrations in period, Recorded waitlist conversions. Activities are listed as name (#id) separated by semicolons. |
Classes revenue, Class enrollment tracking, Classes revenue per day, Class capacity utilization, Attendance logs, Private lessons, Bookings revenue, Traffic, Loyalty, Access control logs, User access logs and the other reports in the menu each have an Excel button that exports the rows on screen. See Classes reports.
Class sales report
E-Commerce → Class sales report is a separate page. Its Excel button produces four sheets: Summary (one row per period: period, start, end, session and unit registration counts, amounts and participant counts, total_registration_count, total_registration_amount, distinct_participant_count, average_sale_amount), Classes (the same measures per class with name, start, end, event_count, session_event_count), Users (per administrator: name, email, class_count, registration counts and amounts, averages) and Sales (one row per sale: id, sale_type, period, invoice_no, created_at, finalized_at, description, am_class_id, am_class_name, event_id, participant_id, participant_name, client_name, client_email, client_mobile, amount, tax, total, paid, paid_with, paid_at, balance, admin_name, is_cancelled, is_cancellation).
Accounts receivable and aging
| Export | Where | What the file contains |
|---|---|---|
| Aging report | E-Commerce → Aging report, Excel button | A sheet per invoice filter (All invoices, then with and without membership, class or booking): Name, Email, Invoices, 0–30 days, 31–60 days, 61–90 days, 90+ days, Total balance, plus a totals sheet by Invoice filter. The file is named aging_report_<date>.xlsx. See Aging report and snapshots. |
| Accounts receivable | E-Commerce → Accounts receivable, Excel button | One row per unpaid invoice: finalized_at, invoice_no, updated_at, name, email, mobile, tags, admin_name, total, balance, expected_balance, sum_total, sum_balance, sum_expected_balance (the client's totals across invoices), next_payment_scheduled_at. The current membership, class, booking and tag filters apply. |
Invoices
| Export | Where | What the file contains |
|---|---|---|
| Invoices | E-Commerce → Invoices, Excel button (Download to Excel) | One row per invoice in the current search: ID, Invoice number, Status, Date, Admin name, Admin emails, Admin mobile, Client name, Client email, Client mobile, Date of birth, Address, Total due, Balance outstanding, then detail_1, detail_2… for invoice details, item_1, item_2… for item names, and Line item description 1, 2… An item name ends with (not paid) when it still has a balance or (cancelled) when it was cancelled. |
| Download invoice PDFs (ZIP) | Same page, action menu | A ZIP of invoice PDFs prepared in Background operations. |
See Invoices and client billing.
Forms
Open Forms → Manage forms (or My forms) and open the form. See Manage forms and submitted responses.
| Export | Where | What the file contains |
|---|---|---|
| Form responses | Responses table, Excel button (Download to Excel), then the Download to Excel window | Choose the questions to export; use + beside a person question to pick its details (name, email, skills, allergies, grade, ranking points, date of birth, friend, other phone, address, company, gender, pronouns, mobile, medical conditions, zip/postal code, pickup password, medical). Options: Split checkbox options into multiple columns, Custom export (organizations with a custom template), and Choose how you want to generate the recipients? with Single tab or One tab per respondent. The current response filters (for example abandoned or archived) apply. The Form answers sheet has id, the response date, invoice columns when the form bills (invoice_no, total, paid, balance, expected_balance, cancelled_amount), the selected respondent details (Name, First name, Last name, client_id, gender, pronouns, Date of birth, Age, Address, City, state/province, postal code, Email, grade, ranking points, friend, medical, medical conditions, allergies, mobile, other phone, custom fields), the other parent's name, email, mobile and address, one column per selected question (time-tracking questions add Hours columns), yes_answers and no_answers for yes/no forms, failed_answers for evaluations, and registrations, extra_items, products, class_addons, membership_addons, memberships and gift_cards columns when the form sells those. The Invoice items sheet has id, recipient_id, name, email, mobile, type, item, quantity, price, discount, subtotal, tax plus one column per tax, total, paid, balance. A Gift cards sheet (no, code, name, client_name, client_email, client_mobile, balance) is added when gift cards were sold. File name form_answers_<form id>_<date>.xlsx. |
| Not signed | Form with a signature block, Not filled tab (Not signed on forms created with the former waiver feature), Download to Excel | Recipients who have not filled the form: Name, Email, Mobile, Last registered activity, Discipline / Category, Other emails; for waivers also Parent name, Other parent name, Other parent email, Children, Activity, Schedule, Location, Staff. File name form_not_signed_<form id>_<organization>_<date>.xlsx. |
| Import template | Import window of the form, Sample button | An Excel file that lists the form's questions as import columns: Column (Excel), Question, Label, Column (Activity Messenger), Type, Description, with an example row. Use it to prepare a file for Import a list from an Excel file into a form. |
| Forms filled per day | Dashboard, filled forms card | date, forms_created, forms_filled for the selected period. |
The Errors tab and the form audit log are shown on screen only; they have no export. See Review form audit logs.
Attendance
Open Attendance → All attendance lists (or Classes/events → Attendance) for the exports that cover several classes, or open a class attendance list for its own exports. The attendance menu offers the items below; they require Can access client contact information. See Attendance tracking.
| Export | What the file contains |
|---|---|
| Export attendance, from a class attendance list | The Export attendance window asks Which data do you want to export? (Check in, Check out or Both), All the participant columns or Specific columns, Include past participants that have left the class. and Include sum of scheduled hours and actual attendance hours. Sheets: Attendance (account_owner, email, mobile, address1, city, state_province, zip_postal_code, name, first_name, last_name, gender, pronouns, date_of_birth, age, medical, medical_conditions, medications, allergies, grade, group, addons, then one column per class date with the check-in or check-out time), Notes (start, notes) and, when requested, Past participants - Attendance. File name Attendance_<class>_<date>.xlsx. |
| Export participants (several classes) | The window Configure how you want to export the participants lets you pick All class participants or specific classes, Include past participants that have left the class., Include dates, Include check in and check out, Include invoicing, Include pending participants, Include sum of scheduled hours and actual attendance hours, Split add-ons into separate columns, Split date of birth in 3 columns, and Include answers to some questions? from forms linked to the class or across all your forms. How do you want to generate the participants? chooses By classes, By events, By group or Single tab. Under Which columns do you want to export? select and order the columns: class, group, start and end date and time, location, registered at, participant id, name, first name, last name, email, participant email, mobile, address, city, state/province, postal code, add-ons, custom fields, seat, ticket number, skills, pending status, attendance note, participant note. Columns are exported in the order selected. Export template saves these settings: Choose a saved template, Save as template, Update template. Templates are shared by every attendance export of the organization. |
| Export attendance, from All attendance lists | Select the classes, then choose the Format: Default, One class per sheet or Sum hours per month, plus Include past participants that have left the class. and Include empty classes (an empty row for class events without participants). Columns: Class, Start date, Start time, End date, End time, Name, First name, Last name, Company, Gender, Pronouns, Date of birth, Account Owner, Email, Mobile, Address, City, State/Province, Postal code, in_time, out_time, Left with, in2_time, out2_time, hours, Seat, ticket_no, Marked absent (when the absent state is enabled), one column per custom field, and vaccinated when vaccination is tracked. Past participants go to a Past participants - Attendance sheet. |
| Absent participants report | Participant, Account owner, Class, Class date, Timezone, Instructor, Attendance status, Late notice, Marked absences — participant/class total, Missing check-ins — participant/class total, Missed occurrences — participant/class total. Background when over 1,000 missed occurrences. File name absent-participants-<from>-<to>.xlsx. |
| Incomplete health records | Participant, Activity, Group and Instructor when selected, Date of birth, Account Owner, Mobile, Email, Participant email, Incomplete health records. Splitting by group creates one sheet per group. Shown to users allowed to export health records. |
Export attendance sheet (PDF) on the same menu prints attendance lists; see Print an attendance list.
Lists, clients and members
| Export | Where | What the file contains |
|---|---|---|
| Recipient list | Lists → Manage lists, open the list, Download | name, first_name, last_name, email, mobile, the columns of an uploaded file (company, date of birth, address, child, grade, activity, membership and the other mapped columns), membership and custom when the list has them, and unsubscribed (an x for recipients unsubscribed from marketing). Class participant lists use the same export. File name recipients_<list id>_<date>.xlsx. See Understand clients, forms and recipient lists. |
| Clients | Clients (or Lists → Client accounts), Excel button, then the Download to Excel window | Choose the people to export. Click + beside each person type to choose their details. The current client filters apply. Person types are Account owner (always name, email and mobile), Participant and Contact (always name). Details available per type: name, first name, last name, email, mobile, other phone, company, date of birth, gender, pronouns, relationship, address, city, state/province, postal code, country, grade, friend, medical, medical conditions, allergies, allow leave, plus the organization's custom profile fields. File name Clients_<date>.xlsx. |
| Unsubscribes | Lists → Unsubscribes, Export, then Marketing or Non-marketing | name, email, mobile of flagged recipients for that communication type. |
| Users | Users & Permissions (User management), Export | ID, User, Email, Mobile, Permission, Confirmed, Last active at, Last updated at, Professional credentials. Requires Manage users. |
| Sent emails / Sent SMS | A sent message, recipients table, Excel button | Emails: name, email, sent_at, opened_at, clicked_at, status. SMS: name, mobile, sent_at, clicked_at, status, error_code, error_message. |
Memberships
| Export | Where | What the file contains |
|---|---|---|
| All members | Memberships → All members, Excel button | A Members sheet: id, membership_no, Federation member no. (federated organizations), membership_status, membership_name, membership_note, created_at, active_at, expired_at, one column per placeholder and client field made visible in the membership settings, invoice columns when members have invoices (invoice_no, invoice_monthly_total, invoice_monthly_paid, invoice_total, invoice_balance, monthly_revenue, last_membership_name), then name, first_name, last_name, gender, date_of_birth, grade, email, mobile, address1, city, state_province, zip_postal_code, medical, and the account owner's name, first name, last name, email and mobile. A Stats sheet counts active, expired, total, filtered, monthly_revenue and per_member per membership. File name Members_<date>.xlsx. See Membership. |
| Members of one membership | Memberships → All memberships, open the membership, members table, Excel button | The same two sheets for that membership only. The Excel button on the All memberships page exports the active members of every membership. |
Coupons, gift cards and loyalty
| Export | Where | What the file contains |
|---|---|---|
| Coupons | E-Commerce → Coupons, Excel button | code, name, type, admin_redeemable_only, created_at, expired_at, purchased_by_client_name, purchased_by_client_email, purchased_by_client_mobile, purchased_invoice_no, redeemed_invoice_no, redeemed_at, admin_name, admin_email. |
| Coupon logs | Open a coupon, Logs tab, Download | date, operation, invoice_no, coupon_code, coupon_name, admin_name, admin_email, client_name, client_email, client_mobile. File name Coupon logs_<date>.xlsx. |
| Gift cards | E-Commerce → Gift cards, Excel button | id, gift_card_no, code_display, client_name, client_email, client_mobile, balance. |
| Gift card logs | Open a gift card, Excel link above the logs | date, operation, amount, balance, admin_name, admin_email, client_name, client_email, client_mobile. |
| Loyalty | E-Commerce → Reports → Other → Loyalty | The loyalty report rows for the period and the selected packages. |
See Use Groupon purchases with Activity Messenger coupons.
Payroll
| Export | Where | What the file contains |
|---|---|---|
| Payroll slips | Staff → Staff payroll, open a payroll, Export section, Excel | Only valid slips will be exported for process. One row per slip with a bank account: updated_at, amount, name, email, mobile, bank_account. The payroll records when it was downloaded. |
| Processed payroll periods | Staff → Staff payroll, Processed payroll periods, choose the periods, Download | One row per processed slip: funds_available_at, period_start, period_end, invoice_no, client_name, client_email, client_mobile, events, amount, coach_taxes, fee, net, preceded by the staff member's details. |
Access control logs
| Export | Where | What the file contains |
|---|---|---|
| Access control logs | E-Commerce → Reports → Other → Access control logs, or an access point's report under E-Commerce → Access control | One row per scan: access_point_name, recipient_name, recipient_email, membership_name, membership_expired_at, membership_status, coupon counts before, used, given back and left, scan_duration_ms, expected_balance, is_valid, error, created_at. Owners, administrators and attendants. See Access Control. |
Common questions
Which export shows the total discount given per promo code? Use E-Commerce → Reports → Sales → Promo codes and discounts. Its Discount summary sheet totals Uses and Discounted amount per promo code, and Discount details lists every invoice item behind those totals. The Sales export shows the promo code and discount amount on each invoice item instead.
Why did my Sales export not download? The report had more than 1,000 invoice items, or the direct download timed out, so it was queued. Open Background operations from your user menu; the file downloads from the finished operation, or from the link in the notification if you chose Notify me when finished. The notification link expires after 14 days.
Can I export only some columns? Yes for forms (Download to Excel window), clients (Download to Excel window), participants (Which columns do you want to export?) and a single class attendance (Specific columns). Financial reports always export their full column set; filter the rows on screen first.
Why are some columns missing from my file? Many columns only appear when they have data or when a filter or module is active: tax columns follow the taxes used, amount_not_reconciled appears only when a payment is not reconciled, point_of_sale_name only with points of sale, membership dates only with the membership filter, and encrypted answers only with Can view and save encrypted answers.
Is there a CSV export? The Waitlist report downloads as CSV. Every other export in this guide is an Excel workbook; open it in Excel or another spreadsheet application and save as CSV if needed.
Can I export former students? Export attendance with Include past participants that have left the class.: they are placed on a Past participants - Attendance sheet. The Export participants window has the same option for several classes.