Export Involvements to Excel¶

This export which is available on the Blue Toolbar when you are on the Involvements > Search page does not require any filter at all. However, depending on how you plan to use the spreadsheet, you might want to filter for Involvements based on their Program and Division and/or Schedule. Or may want to filter for Involvements with something common in their name, such as FPU or Awana.

Uses for the Involvement Excel Export¶

Directory of Classes: You can create a directory by using the Excel spreadsheet as the data source for a Word merge, as it contains the information you would most likely want to include in a directory.
Verifying: This export is a great help in reviewing your settings for online registrations or self-checkin Involvements. Many of the columns/fields relate specifically to online registrations and TouchPoint Check-In. Some of the columns have actual values while others are True/False. Glancing through a spreadsheet is much easier than going to every Involvement to verify settings.
Batch Updates: Anyone with Edit role can export the Involvements to Excel, edit many of the columns right there in the the Excel document, then save it and email it to the System Admin. The System Admin can then use the Batch Update Involvements process that will update the Involvements based on the changes made to the spreadsheet. This is especially useful at Promotion or anytime several Involvements need changing, such as for an online registration with multiple Involvements whose start and end dates and birth date ranges need changing.

Important

Not all of the fields can be updated using this batch update. We have a help article about the Batch Update for Involvements (see link below) that explains which fields can be edited with what kind of data, and how to perform the update.

Generate the Export¶

Step 1: Go to Involvements > Search / Manage.
Step 2: Select any filters you need to get just the list of Involvements you want, and click Search.
Step 3: Select Toolbar > Cloud > Excel Export > Export Involvements This will open an Excel spreadsheet with one row per Involvement and the fields listed below.

Information included in the export:¶

The best way to examine what is included is to just generate the export and look it over. You can filter for just a few Involvements, and actually see how the data looks in the export. That is normally more helpful than just looking at a list of fields.

However, here is a list of what is included in the export.

InvID: ID# of the Involvement. You will see this at the end of the URL when you are viewing the Involvement.
Name: Involvement Name
Description: From the Description field on the Involvement > Settings > General tab
Leader: Name of the member whose Member Type matches the Leader Type in the header for the Involvement.
Members: Number of people enrolled
Division: Main Division only will display, if the Involvement is in multiple divisions
First Meeting: Date on the Involvement Settings > Attendance tab. Denotes the first date the Involvement will meet. This can be reset after Promotion so that guests from the past year will no longer display on the Guest tab.
Last Meeting: Date on the Involvement Settings > Attendance tab.
Schedule: The day / time of the Schedule on the Settings > Attendance tab. If Involvement has more than one Schedule, only the first will display.
Campus ID: ID # for the Campus (set on the Involvement header). If there are no campuses set, the default will be zero
Location: From the Involvement Settings > General tab (also editable in the Involvement header)
Registration Type: The type of registration indicated when the Involvement is created. All registration types other than Scheduler and One Page Forms can be edited on the Settings > General tab.
Reg Start: From the Involvement Registration > Registration tab. This is the date online registrations begin.
Reg End: From the Involvement Registration > Registration tab. This is the date online registrations end.
Roll Sheet Visitor Weeks: From the Involvement Settings > Attendance tab. This is the length of time a recent guest remains on the roll sheet after he has no longer visited.
Limit: From the Involvement Registration > Registration tab. Max Limit for online registration.
Limit to Role: If you have locked down the Involvement to only a user with a specific role, that role will display.
Can Self Checkin: Either True or False - from the Involvement Settings > Attendance tab.
Birthday Start: Date from Involvement Settings > Attendance tab. This is used in check-in to age-qualify the Involvements for guests and for Compute Involvement by Birthdate type of registrations.
Birthday End: Date from Involvement Settings > Attendance tab. This is used in check-in along with the Birthday Start date and for Compute Involvement by Birth Date type of registrations.
Gender: From Involvement Settings > Attendance tab. This is used in Compute Involvement by Birth Date types of online registration.
Grade: From Involvement Settings > Attendance tab. This is used to set the Grade during Promotion.
Last Day Before Extra: From the Involvement Registration > Fees tab. It is used in online registrations with fees.
No Security Label: From Involvement Settings > Attendance tab. This is used in check-in to determine if someone checking in needs a security label for that Involvement.
Number Checkin Labels: From Involvement Settings > Attendance tab. This is used in check-in to determine how many labels someone receives when checking in.
Number Worker Labels: From Involvement Settings > Attendance tab. This is used in check-in to determine how many labels (if any) a Leader should receive. Leaders are those with a Member Type that is designated in the Lookup Codes as a Leader.
Phone Number: From Involvement Settings > General tab. This is used in online registration and can be inserted as an email replacement code in confirmation.
Main Fellowship: This will be either True or False. This is set in the Involvement Header.
Entry Point: This is a drop down in the Lookup Codes table and is set on the Involvement Settings > General tab.

Online Catalog Sort Leader Type

This is the Member Type of the member you consider to be responsible for the Involvement, such as Teacher.

Status ID: This will be 30 for Active Involvements, and 40 for Inactive Involvements. This is set in the Involvement header.
App Category: This relates to the Mobile App and how you want registrations to display. You can create categories (in Special Content) and associate Involvements with the appropriate category using the Public View tab on Involvement > Search/Manage.
Public Sort Order: This also relates to the Mobile App and is set on the Public View tab on Involvement > Search/Manage. This determines the order in which the online registration displays on the App.
Use Register Link2: This relates to using the App to display Registrations. If set to TRUE the person will see his entire family and can choose who to register. If set to FALSE he will see only himself.
Mobile Reg Start: This is on the Registration > Mobile/Sites tab and indicates when registration will be available on the mobile app.
Mobile Reg End: This is on the Registration > Mobile/Sites tab and indicates when registration will no longer be available on the mobile app.
Show Mobile Button Text: This is on the Registration > Mobile/Sites tab and allows you to determine the text on the button.
Registration Mobile: This is on the Registration > Mobile/Sites tab and indicates whether or not you want this Involvement to show in the mobile app.
Location Mobile: This is on the Registration > Mobile/Sites tab and indicates the campus location of the Involvement.
Category Mobile: This is on the Registration > Mobile/Sites tab and indicates the app category of the Involvement.
Show Registrants in Mobile: This is on the Registration > Mobile/Sites tab and indicates whether or not you want to show the registrants in the mobile app.
Allow Mobile View: This is on the Registration > Registration tab and indicates whether ir not this Involvement should be included on the mobile app.
Consecutive Absents Threshold: This is on the Settings > Attendance tab. This indicates the number of consecutive absences that causes a person to show on the Recent Absents report.
Attendance By Subgroups: This is on the Settings > Attendance tab. It allows subgroup leaders to be specified on the subgroup members page. These leaders’ attendance rosters will be filtered by subgroup on the mobile app.
Publish Directory: This is on the Settings > Directory tab and indicates whether or not a directory should be available for the Involvement.
Allow Attendance Overlap: This is on the Settings > Attendance tab. This allows persons to attend two different Involvements that start at the same time.
Does Not Meet Weekly: This is on the Settings > Attendance tab. This indicates whether or not an Involvement meets weekly.
Send Attendance Reminders: This is on the Settings > Attendance tab and indicates whether or not the Involvement leaders will received attendance reminders.
Not Req Campus: This is found on the Registration > Registration tab in the Relaxed Requirements section. It indicates whether or not campus is required. For campus to be an option, the ShowCampusOnRegistration administrative settings must be set to True. This section does not exist on One Page Form or Scheduler Involvements.
Not Req Marital Status: This is found on the Registration > Registration tab in the Relaxed Requirements section. It indicates whether or not marital status is required. This section does not exist on One Page Form or Scheduler Involvements.
Not Req Gender: This is found on the Registration > Registration tab in the Relaxed Requirements section. It indicates whether or not gender is required. This section does not exist on One Page Form or Scheduler Involvements.
Not Req Phone: This is found on the Registration > Registration tab in the Relaxed Requirements section. It indicates whether or not a phone number is required. This section does not exist on One Page Form or Scheduler Involvements.
Not Req Zipcode: This is found on the Registration > Registration tab in the Relaxed Requirements section. It indicates whether or not zipcode is required. This section does not exist on One Page Form or Scheduler Involvements.
Not Req Address: This is found on the Registration > Registration tab in the Relaxed Requirements section. It indicates whether or not street address is required. This section does not exist on One Page Form or Scheduler Involvements.
Not Req DOB: This is found on the Registration > Registration tab in the Relaxed Requirements section. It indicates whether or not date of birth is required. This section does not exist on One Page Form or Scheduler Involvements.
Not Req Birth year: This is found on the Registration > Registration tab in the Relaxed Requirements section. It indicates whether or not birth year is required. This section does not exist on One Page Form or Scheduler Involvements.
Is Chat Enabled: This is found on the Settings > General tab and indicates whether or not members of this Involvement can participate in group chat through the mobile app.

Note

In addition to the above information, the export will also include any extra values in the Involvement(s).

Tip

For more information about the use of these items, you will want to read the article about the Involvement Settings Tabs