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Export the register and compare groups

Download a register for one patch or commissioner, and read group figures across the organisations you belong to.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For managers and admins. Every download is recorded in an audit log. Safeguarding records are never included.

Steps

  1. Open Manager register export from the menu.
  2. Choose an area, or a commissioner. You pick one or the other.
  3. Press the download button. The button says Exporting… while it works.
  4. Open the file when it arrives. It lists people, session dates and outcomes, and attendance.
  5. For group figures, open Compare across tenant groups, if your organisation belongs to a group.
  6. Choose a site with the All sites list, and a date range.
  7. Read Attendance (per week) and SEND cost rollup.

If it goes wrong

  • If the download fails, check your connection and try again. Nothing was changed.
  • If you see that a role is required, ask a manager or an admin.
  • If the group page is empty, your organisation may not belong to a group.

How it links together

The export gathers records that already exist: people, booked sessions, outcomes and attendance. The group page adds up figures from several organisations without any person's details leaving one. Both read what pickups, write-ups and registers have recorded.

From day-to-day records to exportsExports only gather what was recorded earlier in the chain.
  1. BookedOn Scheduling
  2. Outcome recordedPickups and write-ups
  3. RegisterAttendance grid
  4. ExportFile or group figures

What the register export holds

The people in the area or under the commissioner, the dates and outcomes of their sessions, and their attendance. Safeguarding, wellbeing, notes and subject-access records are left out.

The audit log

Each download records who made it, when, and for which area or commissioner. Only download what you need.

Group figures

The group page shows totals only: attendance per week, concerns per month and the SEND cost rollup. No individual children, staff or incident detail leaves an organisation. The figures refresh hourly.

Choosing what to export

Pick the area or the commissioner before you press the download button. A file covers only what you picked. Check the name of the file when it arrives so you send the right one to the right person.

If you need two areas, download two files. Keeping them separate also makes the audit log easier to read.

Choosing a site and dates

Pick one site or all sites, then a from and to date. The tables change to match.

Questions people ask

Does the export include safeguarding information?

No. Safeguarding, wellbeing, notes and subject-access records are excluded.

Is a download recorded?

Yes. Every one is written to the audit log with who, when and what.

Can I export two areas together?

Not in one file. Choose one area or commissioner each time.

What is the group page for?

To compare totals across the organisations in a group, such as a trust. It shows no personal detail.

How fresh are the group figures?

They refresh hourly, so a change you made a few minutes ago may not show yet.

Why is the group page empty?

Your organisation may not belong to a group, or no data falls in the dates you chose.