Exporting Data

EventWorks gives you multiple ways to get your data out of the system — whether you need a quick spreadsheet for a meeting, a PDF of an invoice to send to a client, or a scheduled report delivered to your inbox every Monday morning.

Getting There

Export options are available throughout EventWorks wherever you see list views, event details, or reports. There is no single "export page" — instead, you'll find Export buttons in context on the pages where your data lives:

• Events list — export event data or event contacts
• Accounts list — export accounts or contacts
• Invoices, Credit Notes, Purchase Orders — export financial lists
• Event detail pages — export costs, summaries, venues, tasks, and job sheets
• Reports — export any report to CSV, Excel, or PDF
• Resources — export your resource catalogue

Overview

Most exports in EventWorks work in one of two ways:

• Instant download — you click an export button and the file downloads straight to your browser. This is the default behaviour for most exports.
• Background export — for larger datasets, your account may be configured to process exports in the background. When this is enabled, you'll see a confirmation message: "Your export is being generated. You will receive an email when it is ready to download." The email will contain a link to download your file.

Note: Background exports are an account-level setting. If you're unsure which mode your account uses, ask your administrator or check Settings > General for the Run exports as background tasks option.

Export Formats

EventWorks supports three export formats, depending on the type of data you're exporting:

Not every export offers all three formats — for example, event list exports default to Excel, while job sheets are always PDF. Where a choice is available, you'll see a format selector or separate buttons for each option.

Exporting from List Views

Exporting Events

• Navigate to Events in the sidebar. You can view all events or filter to a specific pipeline stage (e.g. Leads, Contracted, Closed).
• Click the Export button below the events table.
• A dialog will appear showing all available columns. By default, every column is selected. Untick any columns you don't need, or use the Select all toggle to quickly select or deselect everything.
• Click Export to download the file.

Available columns include event code, account name, contact details, dates, financial summaries (estimated price, profit, revenue, invoiced, paid), status, venue, source, tags, resources, custom fields, and more.

Tip: The events export respects your current view. If you're looking at the Leads pipeline, the export will only include leads. Switch to All events to export everything.

Exporting Event Contacts

From the same events list page, click Export Contacts to download a spreadsheet of all contacts associated with your events — including managers, salespeople, and client contacts. This is useful for building mailing lists or checking contact coverage.

Exporting Accounts

• Navigate to Accounts in the sidebar.
• Below the accounts table, click Export Accounts to download all account records as an Excel file.
• To export contacts instead, click Export Contacts — this produces a separate file with individual contact details rather than company-level account data.

Exporting Invoices, Credit Notes, and Purchase Orders

• Navigate to Invoices, Credit Notes, or Purchase Orders from the sidebar.
• Click the Export link to download the current list.
• For invoices, you can also export as PDF for a formatted document view, or use the print button for a browser-based print layout.

Exporting Resources

• Navigate to Resources in the sidebar.
• Click the Export button to download your resource catalogue as a CSV file, including names, descriptions, pricing, quantities, types, suppliers, and any custom attributes.

Exporting from Event Detail Pages

When you're working within a specific event, several export options are available:

Event Summary

From an event's detail page, go to the Summary view. You can export the summary as:

• PDF — a formatted printable summary document


• Excel / CSV — a spreadsheet version of the summary data

Event Costs

Navigate to the Costs tab within an event and click Export. This downloads the cost breakdown as an Excel spreadsheet, including all cost lines with their types, prices, quantities, and totals.

You can also export a Cost Summary PDF from the costs tab, which generates a formatted summary document. When exporting the summary PDF, you have the option to include Price per Guest calculations.

Venue Bookings

If your event has venue allocations, you can export them from the Venues tab. A dialog lets you:

• Choose your format (Excel or CSV)


• Select which columns to include, using the same column picker and Select all toggle as the events export

Tasks

Export tasks associated with an event from the Tasks tab. This downloads an Excel file containing all task details for that event.

Job Sheets

From the event's Job Sheet page, click the Export button to generate a PDF. If you have multiple job sheet templates configured, you can select which template to use before exporting.

Quotes

Navigate to a specific quote within an event and use the download options. Quotes can be exported as:

• PDF — the formatted quote document, ready to send to clients


• Excel / CSV — a spreadsheet breakdown of the quote's costs and pricing


• With resources — versions that include resource allocation details

You can also download just the quote's cost breakdown separately as an Excel file.

Note: PDF downloads for quotes may require the quote to be marked as "sent" first, depending on your account settings. If you don't see the PDF option, check with your administrator.

Documents

Custom documents created with the document template builder can be downloaded as PDFs. You can create export format presets that control which sections of the document are included in the PDF — for example, a "Client Version" that omits internal notes, and an "Internal Version" that includes everything.

Exporting Reports

Every report in EventWorks can be exported. When viewing a report, you'll see three export buttons at the top of the report:

• Export to CSV — downloads the report data as a comma-separated values file
• Export to Excel — downloads as an Excel spreadsheet
• Export to PDF — generates a formatted PDF document of the report

Scheduled Reports

Reports can be configured to run automatically and be emailed to selected team members on a schedule. When editing a report, you'll find scheduling options:

• Daily — sent every day at the configured time
• Weekly — sent on a specific day of the week at the configured time
• Monthly — sent on a specific day of the month at the configured time

You can set the time of day for delivery and choose the recipients from your team. The email includes both CSV and PDF attachments of the report data, along with a link to view the report in EventWorks. Recipients can unsubscribe from individual scheduled reports directly from the email.

Tip: Scheduled reports are a great way to keep stakeholders informed without anyone having to remember to run and share reports manually.

Report Versions

Reports also support saved versions — snapshots of the report data at a point in time. You can export any saved version in the same three formats (CSV, Excel, PDF), which is useful for comparing historical data.

Exporting Financial Documents

Individual financial documents can be downloaded as PDFs from within an event:

• Invoices — click Download on any invoice to get a branded PDF.
• Purchase Orders — click Download to generate a PDF of the purchase order.
• Credit Notes — click Download from the credit note detail page.

Note: These individual document PDFs use your configured templates, headers, and footers from Settings, so they'll match your company branding.

Tips & Best Practices

Tip: If you only need data from a specific pipeline stage or date range, apply your filters before exporting. Many exports respect the current view, so you'll get just the data you need rather than everything.

Tip: Use CSV exports when you plan to import the data into another system (e.g. accounting software, mail merge, or another project management tool). Use Excel when you want to do further analysis with formulas, pivot tables, or charts.

Tip: For reports you share regularly, set up a schedule rather than exporting manually each time. Your team will receive the latest data automatically.

Tip: When exporting event data, think about which columns you actually need. Deselecting unnecessary columns makes your spreadsheet cleaner and easier to work with.

Warning: Exported files may contain sensitive financial data. Be mindful of who you share them with, and avoid emailing unencrypted exports containing client pricing or personal contact details.

Frequently Asked Questions

Export access is controlled by your user role and permissions. Your administrator can grant the relevant export permissions — such as Export data, Export events, Export accounts, or Export contacts — from Settings > Roles & Permissions. If you need access, ask your administrator.

If your account uses background exports, large datasets are processed in a queue. You'll receive an email with a download link when it's ready. If you haven't received anything after 15 minutes, try the export again or contact your administrator.

It depends on the export. Event list exports respect the current pipeline view (e.g. only leads, only contracted events). Report exports always use the filters configured within the report itself. For accounts, invoices, and other list exports, the full dataset is exported.

The PDF version is a formatted, printable document suitable for sharing with clients or stakeholders. The Excel version gives you a spreadsheet you can edit, sort, and use for further analysis.

Yes, but only for reports. When configuring a report, you can set it to run daily, weekly, or monthly and have it emailed to selected team members with CSV and PDF attachments. List exports (events, accounts, etc.) cannot be scheduled.

Yes. Event exports include any custom fields you've configured, and resource exports include custom attributes. These appear as additional columns in your spreadsheet.

Export download links are only accessible to the user who initiated the export. Make sure you're logged in to EventWorks with the same account that triggered the export. If the link has expired, try running the export again.

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