Export Manager: fields, filters and result structure

In the Export Manager, fields, filters and the result structure together determine your CSV file's content. First decide what each row should represent. Two different reports often require two definitions.

Which fields are available

Block	Selection in the current catalogue
Account	Account ID, organisation, organisation email.
Offer	Offer ID, name, number, start, end, registration deadline.
Booking	Booking ID, number, date, reference, cancelled, waiting list.
User / participants	User ID, first name, surname, email, street, postcode, town and additional fields 1–30. The values actually populated depend on your profile data.
Session	Session ID, description, start and end.
Admin	Admin ID, first name, surname, email.
Location	Location ID, name and town.
Country	Country ID and name.

The participant tag is a filter, not a selectable output column. The country name can be output but cannot be filtered as text; use the available country ID field to narrow the selection accordingly. Data that is not listed, such as invoice line items or membership periods, does not become an export field by renaming a column.

If you need to output participant tags as readable names and values, use the guide to tag exports and resolving technical tag references. Visible tag cards in a table and a tag filter do not mean that the same labels are available as output fields in the Export Manager.

Distinguish profile fields from booking answers

The Additional field 1–30 fields contain values from the participant profile. They are not a selection of an offer's additional questions. Renaming a column does not create an answer or service line item either.

If you need answers to additional questions or booked additional services, use the appropriate booking export in the offer dashboard. Note its exclusions for waiting lists and cancelled bookings. A definition using profile fields is therefore not a universal replacement for all predefined offer exports.

Result structure: what does a row represent?

Structure	A row describes	Suitable blocks
Account	The edoobox account.	Account.
Offer	An offer.	Account, offer.
Participant	An individual participant within a completed booking.	Account, offer, booking, user.
Session / admin	A session/instructor assignment; sessions without an instructor are also included.	Account, offer, session, admin, location, country.

Automatic derives the structure from the selected fields and selection values. You can explicitly choose the available structure and check it using the preview. A participant list and an instructor schedule cannot be combined arbitrarily: a person's booking does not automatically identify an individual session/instructor assignment.

Interpret repeated names correctly

If someone books two offers, they may appear twice in a participant report spanning offers. If a group booking contains three people, expect three person rows with the same booking number. A session with two instructors may produce two session/admin rows. Deliberately count bookings, people or sessions according to the question being answered; the row count is not automatically the number of unique people.

Choose filters appropriate to the field

Field type	Supported comparisons	Example
Text, including additional fields	Equals / does not equal, contains / does not contain, starts with, empty / not empty.	Surname starts with “Meier”.
ID and yes/no values	Equals or does not equal.	Waiting list equals No, cancelled equals No.
Date and time	Equals / does not equal, greater than / greater than or equal to, less than / less than or equal to, empty / not empty.	Booking date from the start of the reporting period.
Participant tag	Contains or does not contain.	Only people with the required tag.

Use the specific fields and values from the editor's selection. An additional field that looks numeric does not automatically support numeric magnitude comparisons. The offer selection under At export or Fixed first defines the scope; filters narrow the results within it.

Analyse bookings for multiple email domains

To report on several company domains, you need an OR selection, for example people with an address at example.org or example.net. In the current Export Manager, additional filter rows are combined with AND. Two “Email contains …” rows therefore do not represent alternative domains. A comma- or semicolon-separated entry is not automatically interpreted as multiple domains.

Create a definition with the At export offer selection and Participant result structure.
Add at least User ID, first name, surname, email, Booking ID, booking number, booking date, Offer ID, offer name and offer number. Include the offer start and end if your report needs them.
Choose the booking scope deliberately. Output waiting list and cancelled as columns or set the appropriate filters. A filter on the booking date does not answer when the courses take place.
Run the definition for the required offers in turn. The offer selector still permits only one selection per run. Save the original files and combine the data in a working copy with exactly one header row.
In your spreadsheet, extract the domain after the @, standardise letter case and compare it exactly with the required domain list. Investigate empty or invalid addresses separately.
Check samples from both domains and from an unwanted domain. Retain the IDs for later matching and count people and bookings separately.

If the total dataset is too large, you can prepare separate runs per offer and domain using Email contains. Check the domain exactly afterwards as well. A simple substring search for @example.org may also include an address at example.org.invalid, for example. After merging, remove only rows imported twice for technical reasons that represent the same booking/person assignment; retain intentional additional bookings.

An email domain is a selection criterion, not reliable evidence of someone's employer. For employer assignments, use the company and training history with master data reconciliation.

Monthly lessons and instructors for fee preparation

A session/instructor schedule provides the saved sessions and assignments. It contains no separate evidence that a session was actually taught, no fee agreement and no automatic approval for a payout. Use it as the basis for subsequent checks of actual work performed.

Create a second definition with the At export offer selection and Session / admin result structure.
Select Offer ID, offer number, offer name, Session ID, session description, Start, End, Admin ID, admin first name and admin surname. Add the location if needed for the check.
Set two filters on Session → Start: greater than or equal to 00:00 on the first day of the billing month, and less than 00:00 on the first day of the following month. Use the appropriate time zone. This assigns sessions by their start time; it does not yet split a session spanning months proportionally between them.
Run the saved definition for each relevant offer and merge the complete files. Explicitly check the IDs; the preview contains at most ten rows.
For each session and instructor, check cancellations, rescheduling, actual substitutes and time actually worked against your approved work records. Record discrepancies and approval in the working copy or your fee process.
Only then calculate billable units according to your agreement. The difference between start and end is a duration and does not automatically account for breaks, lesson units or surcharges.

A session with two assigned instructors can contain two rows. For a report by person, check the combination of Session ID and Admin ID; to count distinct sessions, count each session ID once. Sessions without assigned instructors remain included and require clarification. Do not remove such rows unnoticed before checking completeness.

If you only want to check one instructor, Admin profile → Workload already offers a monthly or custom-period view with CSV/Excel exports of the offer, description, start, end and duration. This file also describes the saved planning data. Participant attendance alone proves neither a specific instructor's personal work nor their entitlement to fees.

Example: month-end closing with a substitute

The administrator exports the lessons for the completed month. One session has two instructor assignments, while another was covered by a substitute. They check both cases against the confirmed work records, correct the billing basis and count each session/instructor combination only once. Only the internally approved data is passed to fee accounting.

Two complete report examples

Active participants in a course

Create a definition with an offer ID and At export mode.
For the preview, select a course with known active, cancelled and waiting-list bookings.
Add booking number, first name, surname and email.
Set cancelled and waiting list to the appropriate exclusion values and choose the participant structure.
Compare the preview and complete CSV with the course participant list. Also check a group booking.

Session and instructor schedule

Create a second definition with an offer selection.
Add offer name, session start, session end, admin name and location.
Use Session / admin and check a session with two instructors and one without an instructor.
Do not add participant fields to this definition. Use the separate participant report for them.

Investigate an unexpected result

Missing field: Check the catalogue and your permissions. A field name from an API or email template is not automatically an export field.
Empty CSV: Remove filters individually, check the offer and completed bookings, then reapply the intended filter.
Invalid combination: Split person data and session/instructor data into separate definitions.
Unexpected count: Check group bookings, multiple bookings by the same person and multiple instructors per session.

The live preview contains at most ten rows. Only the complete CSV allows a final quantity check.