Data Export and Report Generation

Complete guide to exporting data and generating reports from your tournaments and organization activities.

Background Processing: Report generation is processed in the background for large datasets. You'll receive an email notification when your report is ready for download.

Available Export Types

Core Data Exports

Participant Information:

Basic participant details (names, clubs, categories)
Registration data and payment status
Organization-wide participant database
Tournament-specific participant lists
Contact information (with GDPR compliance)

Export Formats:

Excel (.xlsx) - Most common for analysis
CSV - For database imports and spreadsheets
PDF - For printing and document sharing

Data Filtering:

Filter by tournament, date range, or status
Category-specific exports
Payment status filtering
Club or organization filtering

Revenue and Transaction Reports:

Tournament revenue summaries
Payment transaction histories
Payment method breakdowns (Stripe, PayPal, bank transfer, cash)
Processing fee analysis
Refund and adjustment tracking

Business Analytics:

Revenue trends over time periods
Average transaction values
Payment success rates
Most profitable tournaments and categories

Accounting Integration:

Transaction data for bookkeeping
Tax reporting preparation
Payment processor fee summaries
Net revenue calculations

Performance Metrics:

Tournament participation statistics
Category popularity analysis
Registration timeline patterns
Geographic participant distribution
Retention and repeat participation rates

Comparative Analysis:

Year-over-year tournament performance
Seasonal participation trends
Category performance across tournaments
Revenue per participant calculations

Basic Reporting:

Simple charts and progress bars showing key metrics
Summary statistics for tournament performance
Growth tracking over time

Accessing Export Features

Access data export functionality through Reports in the main navigation.

Export Process

Standard Workflow:

Navigate to Reports section
Select the data type you want to export
Apply filters (date range, tournament, status)
Choose export format (Excel, CSV, PDF)
Initiate export process

Processing Time: Large reports are processed in the background. You'll receive an email when ready.

Available Data Filters

Tournament Filtering:

Specific tournaments or all tournaments
Date range selection (custom periods)
Tournament status (published, draft, completed)
Organization-wide data aggregation

Participant Filtering:

Registration status (confirmed, pending, cancelled)
Payment status (paid, unpaid, partial)
Category assignments
Club or organization affiliation
Geographic location

Export Formats and Uses

Best for:

Detailed data analysis and manipulation
Creating custom charts and pivot tables
Financial calculations and budgeting
Sharing with team members for collaboration

Features:

Multiple sheets for different data categories
Basic formatting and headers
Simple formulas for totals and counts
Compatible with Excel and Google Sheets

Best for:

Importing into other software systems
Database migrations and integrations
Custom analysis with statistical tools
Simple data backup and archiving

Features:

Plain text format for universal compatibility
Configurable separators (comma, semicolon, tab)
UTF-8 encoding for international characters
Minimal file size for large datasets

Best for:

Official documentation and record keeping
Sharing with stakeholders and sponsors
Printing participant lists and reports
Professional presentation of data

Features:

Fixed layout with organization branding
Professional formatting for presentations
Print-ready layout and margins
Secure format that preserves data integrity

Financial Data Export

Revenue Reports

Transaction Export: Export complete payment transaction history including:

Payment amounts and dates
Payment methods (Stripe, PayPal, bank transfer, cash)
Processing fees and net amounts
Participant information linked to payments
Tournament and category associations

Revenue Analysis:

Tournament revenue summaries
Payment method performance comparison
Seasonal revenue patterns
Average transaction values
Payment success and failure rates

Settlement Reports

Accounting Data:

Complete transaction records for bookkeeping
Payment processor fee breakdowns
Refund and adjustment tracking
Net revenue calculations
Tax reporting data preparation

Export Format Options:

Excel format for detailed analysis
CSV for accounting software import
PDF for official documentation

Tournament Data Export

Participant Analytics

Registration Analysis:

Registration timeline patterns
Category participation statistics
Geographic participant distribution
Payment completion rates
Registration source tracking

Performance Metrics:

Participant retention rates
Popular category combinations
Early vs. late registration trends
Payment method preferences
Club participation patterns

Tournament Statistics

Basic Metrics:

Total participants per tournament
Revenue per tournament and category
Registration conversion rates
Payment success rates
Geographic reach analysis

Comparative Data:

Year-over-year growth tracking
Tournament size comparisons
Seasonal participation trends
Category popularity analysis

Data Privacy and Security

Data Protection:

Export only necessary participant data
Clear justification required for personal data export
Automatic audit logging of all exports
Secure file transfer and storage
Data retention policy enforcement

Access Controls:

Role-based export permissions
Export frequency limitations
Encryption for sensitive data exports
Secure download links with expiration
Activity monitoring and alerting

Data Security

Export Security:

Encrypted file generation and transmission
Secure temporary storage for large reports
Automatic file deletion after download
Access logging and monitoring
Regular security audits of export processes

Best Practices:

Export only data necessary for intended use
Use secure channels for file transmission
Delete exported files after processing
Maintain export activity records
Regular review of data access permissions

Export Management

Report Generation Process

Background Processing: Large data exports are processed in the background to maintain system performance:

Immediate confirmation of export request
Email notification when report is ready
Secure download link with limited time access
Automatic cleanup of processed files

Processing Timeline:

Small reports (< 1000 records): Immediate
Medium reports (1000-10000 records): 1-5 minutes
Large reports (> 10000 records): 5-30 minutes
Organization-wide exports: May require extended processing

Data Archival and Backup

Regular Backups:

Automatic daily data backups
Weekly comprehensive system snapshots
Monthly archived reports generation
Annual data retention compliance checks

Data Retention:

Tournament data maintained for 7 years
Participant data according to privacy policy
Financial records per accounting requirements
Export activity logs retained for audit purposes

Common Export Use Cases

Tournament Management

Pre-Tournament:

Participant lists for check-in
Category assignments and schedules
Payment status reports
Contact information for communications

Post-Tournament:

Final participant counts and revenue
Payment reconciliation reports
Performance metrics for future planning
Historical data for trend analysis

Business Operations

Financial Management:

Monthly revenue summaries
Payment processor fee analysis
Refund and adjustment tracking
Tax preparation data

Strategic Planning:

Participant growth trends
Geographic expansion analysis
Category popularity insights
Seasonal performance patterns

Support: For assistance with data exports or custom reporting needs, contact support through the help section in your dashboard.

Next Steps

Reports Dashboard - View analytics and metrics
Transaction Management - Payment data details
Participant Management - Participant data organization

Data Export and Report Generation

On this page