Import or export your organization data

Admin

StandShare provides tools for importing bulk data at the start of a season and for exporting data for backup, auditing, or compliance needs.

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Data Import (Admin)

Data import lets Admins load families, students, events, and transactions in bulk using a structured file format. This is typically used at the start of each season to bring over records from a previous system.

Access Data Import

1. Sign in with an Admin account.
2. Navigate to Admin > Settings > Data Import.

Prepare Your Import File

Import files must be in JSON format following the StandShare import schema. Contact your platform administrator or refer to the seed data documentation for the current schema.

Each import file can include any combination of these entities:

Entity	Required Fields
Families	name, email, students
Users	email, role, familyRef
Events	name, venue, date
Transactions	familyRef, amount, type, date
Scholarships	familyRef, amount, status

Run an Import

1. Click + New Import.
2. Select the Import Type:
   • Families & Users — Import family accounts and assign users.
   • Events — Import past or upcoming events.
   • Transactions — Import financial transaction history.
   • Full Seed — Import all entity types from a single file.
3. Click Upload File and select your prepared JSON file.
4. Click Validate. StandShare checks the file for schema errors and missing required fields.
5. Review the Validation Report:
   • Errors — Issues that must be fixed before import can proceed.
   • Warnings — Non-blocking issues (e.g., duplicate names) that you should review.
6. If validation passes, click Run Import.
7. The import runs in the background. You will receive a notification when it completes.

View Import History

1. In Admin > Settings > Data Import, the Import History table shows all past imports.
2. Each row shows the import date, file name, entity types, record counts, and status (success, partial, failed).
3. Click a row to see the full import report with per-record outcomes.

warning

Imports cannot be automatically reversed. If an import creates unwanted data, contact your platform administrator for assistance with data cleanup.

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Download My Data (GDPR Data Export)

Any user can request a full export of their personal data. This is StandShare's GDPR "right of access" and "right to data portability" feature.

Request Your Data Export

1. Click your name or avatar in the top-right corner.
2. Click Settings > Privacy.
3. Click Request My Data.
4. Confirm the request.

StandShare queues a data export job. Depending on the size of your account, this can take a few minutes.

Download the Export

1. Once the export is ready, you receive an email with a secure download link.
2. Click the link in the email. The link is valid for 7 days.
3. A ZIP file downloads containing your personal data in JSON and CSV formats.

The export includes:

• Your profile and account information
• Family details and student records (if applicable)
• Transaction history
• Event participation history
• Scholarship requests and status
• Documents you uploaded
• Notification history

note

The download link expires after 7 days. If you need the data again, submit a new request.

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Admin: Export Organization Data

Admins can export a full snapshot of organization data for backup or auditing.

1. Navigate to Admin > Settings > Data Export.
2. Choose the Export Scope:
   • Full Organization — All data across all families and events.
   • Date Range — Data created or modified within a specific period.
   • Entity Type — Export only families, events, transactions, etc.
3. Click Generate Export.
4. When the export is ready, click Download to save the file.

Exports are available in JSON (structured, machine-readable) and CSV (spreadsheet-compatible) formats.

tip

Run a full organization export at the end of each season as a backup before archiving data.

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Next Steps

• Configure Settings — Review other organization-wide settings.
• Manage Users & Roles — Add and manage user accounts.