# Reporting and Exports

Section: Reference · Page: https://artsvp.com/docs/reference/reporting-and-exports

(Plans: All plans)

Everything ARTSVP records about your guests can leave as a CSV, guest lists,
attendance, invitations, bookings, check-ins, sales, contacts, and mailing
lists. That is the report you read once the doors close, the ticket and refund
file finance asks for after fair week, and the point-in-time contact file your
CRM or newsletter tool takes in.

Exports are generated in the background and emailed to you, the signed-in team
member, so a large file lands in your inbox rather than downloading on the
spot. If one seems delayed, check the email address on your account and its
spam folder.

## Guest-list reports

Open **All Guests**, an event **Guestlist**, or a collection **Guestlist**, and
choose **Download**. The export honours exactly what you are looking at: the
current tab, search, and filters, so a filtered view produces a filtered file.
When you need the complete picture, clear your filters first.

One thing to be aware of: **Start time** defaults to today onwards while
events are still to come, so the list hides past bookings until you open
**Filter** and clear **From**. The **Sales Report** ignores that default and
includes past sales. A **From** or **To** you set yourself still applies.
Other reports follow the list on screen.

| Export | Includes |
|---|---|
| **Guest List** | Every visible guest and invitation row in one CSV. |
| **Attendance Report** | Guests checked in at least once. |
| **Invites** | Invitation links, statuses, uses, and tags. |
| **Bookings** | One row per booking with the booker's name and email, a quantity column for each ticket type, a quantity column for each extra, and payment amounts. |
| **Check-in Data** | Each check-in, including time, method, and scanner. |
| **Sales Report** | Aggregate totals for tickets, extras, payments, and refunds on paid bookings. No per-person rows or emails. |

The **Bookings** and **Invites** files include First Name and Last Name
columns. Those use the saved first and last name when guests typed them
separately, or the first word and the rest of a single name. See
[Organisation settings](https://artsvp.com/docs/settings/organisation-settings).

To see which guests bought a particular extra, download the **Bookings** CSV and
filter by that extra's column in a spreadsheet.

The **Bookings** CSV includes **Paid** and amount columns. Amounts appear only
when **Paid** is *TRUE*. Unpaid rows stay on the file with those columns at 0,
so a sum matches money actually taken. Free bookings show 0 and **Paid** as
*N/A*. For totals without per-person rows, use **Sales Report**, which counts
only paid bookings.

You can also select rows and use **Download CSV** for one combined file of the
selected guests and invitations.

From **Scanners**, **Download scans** emails a CSV of every scan your
organisation's scanners have recorded. Open a scanner and choose **Email me
the scan history** for one door only. Deleting a scanner removes its rows from
future downloads, export first if you need the history.

## Contacts and mailing lists

- **Settings** → **Contacts** exports your current contact list or a selected
  list. Each email is its own row, including addresses you have merged onto
  one contact. Contact management and contact exports are
  (Plans: Pro & Expert) features.
- **Settings** → **Mailing List** exports the guests who opted in to hear from
  you, optionally scoped to one mailing list.
- When creating invitations, you can download a CSV of the personal invitation
  links, ready to distribute outside ARTSVP.

## Portal reports

From a portal group, select portals and use **Actions** → **Portal info** or
**Event info**, then **Email me the CSV**.

**Event info** includes a trailing **Allocation Status** column:

| Value | Meaning |
|---|---|
| *Active* | The portal still holds that allocation. |
| *Removed* | You removed it, and what's already sent can still be used. |
| *Removed (closed)* | You removed it and chose **Force close the allocation**. |

Removed allocations stay on the file when the portal still has guests or
invitations for them.

One thing to be aware of: **Portal info** and **Event info** are allocation and
usage summaries: counts of allocations, invites made and sent, and bookings per
portal (or per portal and event). They contain no guest names or email
addresses, so they cannot give you an exhibitor's guest list.

**Exhibitor's guests.** Guests who booked through a partner's portal appear on
your own event **Guestlist**. Open a guest's details and look for
**Guest of [portal]** under **Booking Details**, or choose **Download** →
**Guest List** and use the **Portals** column. Invitations a partner has sent
that no one has booked yet stay private to the partner and appear only on
their own portal guest list.

A connected partner opens **Guestlist** in their portal and chooses
**Download**, then **Guest List**. The CSV is every guest and invitation in
the view they are looking at, emailed to the address on their account, with
the details their portal shows. It does not include organiser notes, tags,
or the organiser-only reports (**Attendance Report**, **Sales Report**,
**Check-in Data**). See
[Using Your Portal](https://artsvp.com/docs/guest-management/using-your-portal#following-the-responses).

## Live numbers, without the spreadsheet

Not every question needs a CSV. Each event's **Insights** page shows response
and attendance rates, capacity filled, walk-ins, no-shows, and revenue, live
during the event, and as a report afterwards. See
[Insights](https://artsvp.com/docs/events/insights).

One thing to be aware of: a CSV is a snapshot of the moment you exported it.
For ongoing synchronisation with another system, repeat the export, or use the
[API and webhooks](https://artsvp.com/docs/api/overview) instead.

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Keep reading: [Guest List](https://artsvp.com/docs/guest-management/guest-list) ·
[Scanners](https://artsvp.com/docs/guest-management/scanners) ·
[Contacts and guest data](https://artsvp.com/docs/guest-management/contacts-and-data) ·
[Insights](https://artsvp.com/docs/events/insights)

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