Exporting data from Timecounts

Exporting is available on all plans. Available export options vary by plan.
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All exports in Timecounts are generated as CSV files and emailed to you, usually within 10 minutes.
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CSV is a standard spreadsheet format that can be opened in Microsoft Excel, Google Sheets, Apple Numbers, and most other spreadsheet applications. Once opened, you can sort, edit, filter, or print the data as needed.

To export volunteer profile information, go to the Directory. If you only need to export a specific group of volunteers, first run a Filter to narrow your list. Then use the Select All checkbox and click Export.

To export everyone in the current Directory view, use the Select All checkbox, choose All from the dropdown, and click Export. To export volunteers from another Directory view, such as Onboarding, Inactive, or Banned, switch to that view and run a separate export.
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Before your export is generated, you'll be asked which profile fields to include, allowing you to export only the information you need.
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Every report in Timecounts includes an Export button in the top right corner.
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Choose your date range, then click Export. Your report will be emailed to you as a CSV file.
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To export from a schedule or an event with shifts, open the opportunity you want to export and click the Export button in the toolbar.
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In the Schedule Shifts view, the export option is available from the three-dot menu.
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After clicking Export, choose the type of export you'd like to generate. Once it's ready, the export will be emailed to you as a CSV file.

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The Volunteer List Export shows each volunteer alongside the shifts they're scheduled for. It's ideal for printing volunteer lists, sharing schedules with your team, or checking volunteers in manually.
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Choose the date range, volunteer status, and the shifts you want to include. You can export all shifts or narrow the list to specific roles or locations.

You can also include volunteer profile fields, such as t-shirt size or emergency contact information, so everything you need is included in a single export.

The Shift List Export focuses on the shifts rather than individual volunteers. It includes each shift with the number of volunteer spots filled, making it ideal for reviewing coverage or printing a shift summary.
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Select either the Position or Date layout, then click Next.
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Note: Schedule exports are designed for planning upcoming volunteer opportunities and therefore only include future shifts. Because schedules are an ongoing calendar, historical scheduling data isn't available through Schedule exports. If you need to export past volunteer activity, use the Report exports instead.

To export volunteers from an event or repeating event, open the event, select the Signups tab, and click Export.
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Use the filters to choose exactly which volunteers you want to include in the export. For example, you can export only volunteers with a specific signup status.

For repeating events, exports are generated one event date at a time. Before exporting, switch to the event date you want to export.

You can also include volunteer profile fields, such as t-shirt size or emergency contact information, so everything you need is included in a single export. Click Export to generate your CSV.

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To export form responses, open the form in the Form Builder and select the Responses tab.
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To export specific responses, select the volunteers you want and click Export. To export every response, use the Select All checkbox, then click Export.

The export includes both volunteer profile fields and any additional fields collected by the form. It also includes a Source column, showing how each response was submitted and, where applicable, which opportunity or process the form was associated with.

If you only need volunteer profile information, it's usually better to export from the Directory, where you can choose exactly which profile fields to include.

Unlike a Directory export, the Responses export is based on individual form submissions rather than volunteers. This means the same volunteer may appear more than once if they've submitted the form multiple times, such as for different opportunities or at different times. Each row represents a separate form submission and includes the submission date.
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Each export in Timecounts is designed for a specific purpose. Rather than providing one master export with every piece of volunteer data, each export includes the information that's most relevant to the task you're performing. This keeps exports easier to work with and allows each one to be tailored to a specific workflow.
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Directory and Schedule exports use your organization's profile fields, which represent the core volunteer information you use throughout Timecounts. This keeps your exports focused on the information you use most often, rather than every field that may exist across different forms.

If you need a complete copy of a volunteer's form submission, use the Form Responses Export instead. This export includes both profile fields and any additional fields collected by the form. Because the Form Responses Export is based on individual form submissions rather than volunteers, the same volunteer may appear more than once if they've submitted the form multiple times, such as for different opportunities or at different times. Each row represents a separate form submission and includes the submission date.

If you'd like to convert existing form fields into profile fields, please contact our support team before making any changes. We'll help you migrate your forms safely while preserving your existing volunteer data.

Exports may contain personal volunteer information. Once exported, it's your organization's responsibility to store, share, and dispose of this data securely and in accordance with your privacy obligations.
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If you need to limit who can export volunteer data, review your organization's admin roles and permissions to ensure only the appropriate admins have access.