Exporting your volunteer registration data gives you a complete, offline view of everyone registered for your event. This is useful for record-keeping, planning event-day logistics, and following up with volunteers directly.
This article explains:
- How to export volunteer registrations
- What each column in the export means
- Search and filter tips for common exports
- How you can use it to manage your event more effectively
Before you start
- You must be an admin or be an assigned team leader for an event to export volunteer registration data.
How to export volunteer registrations
Step 1. Navigate to the volunteer registrations page
- Open the left-hand navigation bar and select Volunteer registrations.
- This page shows all volunteer registrations for the events you are an assigned team leader for.
Step 2. Search and filter to the registrations you want to export
- Before exporting, search and filter the list down to only the registrations you need. The export will only include the registrations currently matching your search and filter criteria, not your entire registration list.
- Use the search field to find volunteers by name or email.
- Apply filters such as date, session, or attendance status to narrow the list further.
- Combine multiple filters at once for a more precise export.
- Learn more about the available search and filter options in how to search and filter volunteer registrations.
Step 3. Select export
- Select the Export button on the page to download the file to your computer.
What's included in the export
Each row in the export represents a single volunteer's registration. The following columns are included:
- Volunteer Name, Volunteer Email, Volunteer Phone – contact details for the registered volunteer.
- Volunteer Office, Volunteer Department – the office and department the volunteer belongs to, based on their profile.
- Charity Name, Event Name, Event URL – details identifying the giving activity the registration is for.
- Event labels – any label your company has applied to the event.
- Event Location – the address or online status of the event.
- Volunteer type – whether the registration is for general or skilled volunteering.
- Session Date, Session Time – the date and time of the session the volunteer registered for.
- Allocated hours – the hours originally scheduled for the session.
- Actual hours – Hours actually logged for the volunteer.
- Team leader – shows whether this volunteer is the assigned team leader for the session.
- Attendance status – shows whether the volunteer has been marked present or absent.
- Registration status – shows whether the registration is approved or cancelled.
- Registration question columns – the volunteer's answers to any custom registration questions set up for the event (for example, dietary requirements, t-shirt size).
- Cancellation reason – shows why a registration was cancelled, if applicable.
Search and filter tips for common exports
Because the export reflects whatever is currently on screen, filtering with a specific purpose in mind will save you from cleaning up the data afterwards:
- Exporting a single session's list – filter by session and date to get a clean sign-in sheet for one time slot.
- Exporting a follow-up list for unmarked attendance – filter by attendance status left blank (not yet marked present or absent).
- Exporting an event-day catering or logistics list – filter by session and date, then export so you can review the registration question answers (for example, dietary requirements) for that session only.
- Exporting a list of cancellations – filter registration status to Cancelled to review who has dropped out and why.
- Exporting by office or department – if you're coordinating volunteers across multiple offices, filter by office first so each export only covers the group you're communicating with.
Ways to use this data
Step 1. Track attendance and hours
- Use the Attendance status and Actual hours columns to confirm who attended and how many hours were logged, compared with the Allocated hours originally scheduled.
- This is useful for reconciling volunteer hours after the event, especially if the session ran longer or shorter than planned.
Step 2. Follow up with volunteers who haven't been marked
- Filter the Attendance status column for blank entries to identify volunteers who haven't yet been marked present or absent.
- Use the Volunteer Email or Volunteer Phone columns to contact them directly and confirm their attendance.
Step 3. Plan event-day logistics using registration question answers
- Review the Registration Question columns (for example, dietary requirements or t-shirt size) to prepare catering, merchandise, or equipment ahead of the event.
- Sort or filter by these columns to get a total count for each option — for example, how many volunteers selected a vegetarian meal.
Step 4. Review cancelled registrations
- Filter the Registration status column for Cancelled to see who has dropped out.
- Check the Cancellation reason column to understand why — for example, whether the registration was cancelled by the volunteer or by an admin. This can help you decide whether you need to promote open spots for the session, or whether the volunteer event is worth hosting next time.
Step 6. Understand your volunteer group by office and department
- Use the Volunteer Office and Volunteer Department columns to see the spread of volunteers across your company.
- This is useful for reporting on participation, or for coordinating carpooling and communications by location or team.
Step 7. Contact volunteers directly
- Use the Volunteer Email and Volunteer Phone columns to reach out to individual volunteers with updates, reminders, or event-day instructions.
- Combine this with the Session Date and Session Time columns if you're managing multiple sessions and need to send session-specific communications.
Confirmation and next steps
Once you've reviewed and actioned the data you need, you can re-export the registration list at any time to get an updated view — for example, after marking attendance or approving new registrations.