Export data from StandShare
StandShare provides two ways to get data out: per-tab CSV exports from the Financial Reports page for day-to-day reporting, and a full bulk archive from Settings for compliance and backup purposes. This page covers both.
Per-tab CSV exports (Financial Reports)
Admin · Treasurer
Every tab on the Financial Reports page has an Export CSV button. The export respects any filters you have applied, so you can narrow the data first and then download exactly what you need.
How to export a report tab
- Go to Reports in the admin sidebar.
- Select the tab you want to export.
- Apply any filters (date range, type, search, threshold).
- Click Export CSV.
- The file downloads immediately with a date-stamped filename.
What each tab exports
| Tab | Exported columns |
|---|---|
| Family Balances | Family, Program, Status, Balance |
| Transactions | Date, Family, Type, Description, Credit, Debit |
| Scholarships | Date, Family, Recipient, Payee, Purpose, Status, Amount |
| Outstanding Balances | Family, Program, Balance |
| Audit Log | Timestamp, User, Action, Entity |
| Worker Performance | (use the Worker Performance page export) |
The Transactions tab shows a maximum of 200 rows on screen. If your filtered results exceed 200 entries, a notice appears below the table. The Export CSV button exports all matching rows — not just the 200 displayed. Always use the export when you need a complete dataset for a date range with many transactions.
Bulk data archive (Settings)
Admin
The bulk data archive gives you a complete ZIP file of your entire organization's data across 21 categories. It is intended for compliance audits, record-keeping, and situations where you need everything in one place.
Permissions required: Your role must have exports.request and exports.view permissions, and your organization must have the Compliance & Audit Reports feature enabled. If you do not see the Data Export tab in Settings, contact your organization's admin.
How to request a bulk archive
- Sign in and go to Settings from the main menu.
- Select the Data Export tab.
- Click Request Data Export.
- A confirmation dialog explains what will be included and how long it may take. Click Confirm Export.
StandShare queues your export for processing. A status indicator shows whether your export is pending or in progress.
You can only request one bulk export every 24 hours. If an export is already in progress, the button is unavailable until it completes.
What is in the archive
The archive is a ZIP file containing JSON files for 21 data categories:
Organization · Users · Families · Accounts · Transactions · Events · Stands · Worker Assignments · Settlements · Settlement Templates · Settlement Line Items · Scholarship Requests · Documents · Funds · Fund Transactions · Fund Distribution Configs · Roles · Role Permissions · Announcements · Audit Log · Branding
Downloading your archive
- After submitting the request, StandShare processes your export in the background. Most organizations finish within a few minutes; larger histories may take longer.
- You will receive an email notification when the archive is ready.
- Return to Settings > Data Export. A green card shows the archive is ready along with the file size.
- Click Download to save the ZIP file.
Your download link is active for 7 days. After that it expires and you need to request a new export.
Export status values
| Status | What it means |
|---|---|
| Pending | Export is queued and waiting to start |
| Processing | Archive is being built |
| Completed | Archive is ready to download |
| Failed | Something went wrong — wait a few minutes, then request again |
| Expired | The 7-day download window has passed |
Export history
The Data Export page shows a history of all previous export requests. For each entry you can see the status, requested date, completed date, file size, and expiration date. If a previous export is still within its 7-day window, you can download it again directly from the history table.
Troubleshooting
Export has been processing for a long time: Most exports finish within a few minutes. If yours has been processing for more than an hour, refresh the page. If it still shows as processing after several hours, contact your coordinator or StandShare support.
Export failed: Wait a few minutes and request a new export. Failures are usually caused by a temporary issue and resolve on the next attempt.
Download link expired: Request a new export following the steps above. The new archive will reflect your current data at the time of the new request.
Next Steps
- Financial Reports — the full reporting suite with per-tab exports
- Audit Log — browse the audit trail without exporting
- Permission Matrix — check which roles can request exports