Campaigns
Ticketing
Ticketing
Channels
Operations
Forms & Waivers
Forms & Waivers
Settings
Getting Help
Campaign Types
Building a Campaign
Configuring Campaigns

Campaign Export

Download a spreadsheet of one campaign's orders, choosing exactly which columns you want, and save your setup to reuse next time.

Campaign Export builds a spreadsheet of every order for a single campaign, with only the columns you want. Instead of downloading everything and deleting columns yourself, you pick what goes in before you download, save that setup with a name, and reuse it next month with one click.

Finding It

Open the campaign and click Export from the Actions menu on the Overview tab, or filter to a single campaign on Orders & Payouts and click the Export button on the Orders tab. This is a different download than the CSV on the main, unfiltered Orders page, which still exports every order across your account.

The Wizard

Campaign Export walks you through four short steps:

  1. Start - Pick a saved setting to start from, or start fresh.
  2. Export options - Three switches that change the shape of the sheet:
    • Flatten fields gives each value its own column instead of bundling several into one cell. Better for sorting and pivot tables, at the cost of a wider file.
    • Extended payment metrics adds unit amount, sales tax, collected, platform fees, refunded amount, and net amount for every item.
    • Include First Step information adds the First Step student and parent details.
  3. Fields - Check off exactly which columns you want. Search to find one fast, or use Select all / Clear. The list only shows what this campaign can actually fill in, so a plain product sale won’t offer ticket or membership columns.
  4. Save & export - Shows how many rows and columns you’re about to get, and lets you save the whole setup under a name to reuse later.

Click Export to download the file as an Excel (.xlsx) spreadsheet, one row per item ordered. An order with three different items in it becomes three rows.

What’s in the File

Every export includes the order number, order date and order type, the purchaser’s first name, last name, email and phone, and the campaign name, quantity and ordered amount. From there, pick from whatever applies to this campaign’s order details: membership information, participant information (including leaderboards), ticket information (event, date, section), form responses, campaign options, First Step information, and the order note.

Ordered Amount vs Collected

These two columns answer different questions, and mixing them is the most common reason an export “doesn’t add up” against the campaign page.

  • Ordered Amount is what the row sold. Add it up and you get the same figure as the Donations or Sales total on the campaign Overview, and the Gross column on the Campaign Summary report. It is the only column on the sheet that reports what was sold.
  • Collected is what the row took in. Add it up and you get money actually received. It is only offered when Extended payment metrics is switched on.

Every other money column on the sheet reports payment status too: sales tax, platform fees, refunded and net amount all describe money that moved, not what was sold.

Collected is normally lower than Ordered Amount, because a pledge can be promised before it is fully paid. It should never be higher.

Recurring Gifts and the Order Type Column

When someone commits to a recurring gift, say $250 paid as $50 a month, FutureFund records the whole $250 as one sale on the day they set it up. Each monthly payment after that is collected against its own order.

That is what the Order Type column tells you:

Order Type What the row is Ordered Amount Collected
Sale Someone bought or pledged something What they committed to What was collected on that order
Recurring Payment A later payment on a gift already counted above Blank The payment amount

Ordered Amount is left blank on a Recurring Payment row, rather than showing $0.00. Nothing was ordered that day: the gift was already counted in full on its Sale row, and counting it again would report a $250 gift as $300, then $350, and so on with every payment. The money is not missing; it is in the Collected column on that same row.

Leaving it blank rather than zero also keeps your spreadsheet formulas honest. A blank and a zero add up the same in SUM, but AVERAGE and COUNT treat them differently, and a payment row should not be counted as a sale in either.

Summing Ordered Amount always matches your campaign total, no matter how many recurring gifts you have running. That is the number to use for “here’s what we raised.”

Net Amount is the amount collected minus fees, plus any refunds. It matches the Net column on the Campaign Summary report.

Saved Settings

A saved setting is a named list of options and fields, shared with everyone who has admin access to your account. Pick one on the first step and the wizard fills itself in for you.

  • Save a new one, or update the one you started from, on the Save & export step.
  • Delete a saved setting with the trash icon next to it on the Start step. This doesn’t affect any export you’ve already downloaded.
  • Saved settings remember your options and field choices, not dates, so each export still covers whatever date range you’re viewing.

Read-only admins can run an export, but can’t save or delete a setting.

Exporting a Shop

A shop doesn’t hold orders itself, so exporting one pulls in the sales of every campaign packed inside it. Each campaign inside a shop can ask different questions and offer different options, so Flatten fields isn’t available there. There’s no single set of columns every campaign would fit into.

Was this helpful?