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Exports

Exports allow you to generate CSV and PDF outputs from your Manage1to1 data. These are commonly used for reconciliation, analysis, billing workflows, and sharing data outside of Manage1to1.

You can access this page from the main navigation under Reports > Exports.

Permission Required

To access and generate exports, you need the Stats/Exports permission assigned to your role.

Automated Exports​

If you enable automated exporting in Settings → System Automation → Exports, the same export types listed below can be generated on a schedule and retrieved from your SFTP outgoing folder.

How automated exports work:

  • Configure in system settings (requires admin access)
  • System generates exports automatically (daily, weekly, monthly)
  • Files are placed on your SFTP server's outgoing folder
  • External systems can retrieve them automatically
  • No manual generation required

Common automated export use cases:

  • Daily user sync to Active Directory or Google Workspace
  • Weekly device inventory to asset management system
  • Monthly transaction exports to finance ERP
  • Nightly backups of critical data
note

Automated exports require system administrator configuration. Contact your Manage1to1 administrator or support if you need scheduled exports.

Available Exports​

User Export​

Provides a full export of user information in Manage1to1.

What's included:

  • User ID, name, email
  • Grade level, building
  • Status (active/inactive)
  • Custom fields (if configured)
  • Associated data (AUP status, fees, etc.)

Common uses:

  • User audits and reconciliation
  • Bulk review of user attributes
  • Supporting downstream systems that require user data (SIS, directory services)
  • Data migration or system integration

Format: CSV

Typical workflow:

  1. Click "User Export"
  2. Wait for generation (may take a moment for large datasets)
  3. Download CSV file
  4. Open in Excel/Google Sheets or import to external system

Device Export​

Provides a full export of device information in Manage1to1.

What's included:

  • Asset tag, serial number
  • Device model, type
  • Status (Active, Repair, Lost, etc.)
  • Building, location
  • Assigned user (if checked out)
  • Purchase date, warranty information (if recorded)
  • Custom fields (if configured)

Common uses:

  • Inventory reconciliation
  • Asset audits and rollups
  • Supporting downstream tools and analysis
  • Insurance coverage verification
  • End-of-life planning

Format: CSV

Typical workflow:

  1. Click "Device Export"
  2. Download generated CSV
  3. Use for asset management, audits, or insurance purposes

Checked In Report​

Shows devices that are not checked out and should be in stock.

What's included:

  • Asset tag, serial number
  • Device model
  • Building, location
  • Status

Common uses:

  • Verify availability for new deployments
  • Identify unexpected inventory changes
  • End of day or end of week building reconciliation
  • Stock counts for repair inventory

Format: CSV

Checked Out Report​

Shows devices that are currently checked out and who they are assigned to.

What's included:

  • Asset tag, serial number
  • Device model
  • Assigned user name
  • Checkout date
  • Building

Common uses:

  • Assignment verification
  • Return tracking
  • Building based inventory checks
  • Identifying overdue checkouts

Format: CSV

Missing Devices​

Exports a list of devices still checked out to users, commonly filtered by grade level.

What's included:

  • Asset tag, serial number
  • Assigned user name, grade
  • Checkout date
  • Building
  • Days checked out

Common uses:

  • Follow up lists by grade or cohort
  • End of year device recovery planning
  • Identifying graduating seniors with devices
  • Overdue device tracking

Format: CSV

Typical workflow:

  1. Click "Missing Devices"
  2. Filter by grade (e.g., "12" for seniors)
  3. Generate export
  4. Use for device collection campaigns

Insurance Export​

Provides a generic export of checked out devices and associated users.

What's included:

  • Device information (asset tag, serial, model)
  • Assigned user information
  • Checkout date
  • Building

Common uses:

  • Insurance claim preparation
  • Documentation for loss events or incident reporting
  • Coverage verification
  • Risk assessment

Format: CSV

Schoology Export​

Provides data formatted for Schoology import or update needs.

What's included:

  • User data formatted for Schoology
  • Building and course alignments
  • Student identifiers

Common uses:

  • Build a roster aligned dataset for Schoology workflows
  • Support data validation prior to an import
  • Sync user information with Schoology LMS

Format: CSV (Schoology-compatible format)

Dovestones Export​

Exports a CSV in the format used by Dovestones AD Bulk Users.

What's included:

  • User data formatted for Dovestones AD Bulk Users tool
  • Active Directory attributes
  • Organizational unit information

Common uses:

  • Prepare user data for directory or identity workflows that rely on Dovestones formatting
  • Active Directory bulk user creation/updates
  • Account provisioning automation

Format: CSV (Dovestones-compatible format)

Transactions Export​

Exports transactions applied to invoices for a specified date range.

Inputs required:

  • Start date - Beginning of date range
  • End date - End of date range

What's included:

  • Transaction ID
  • User name
  • Amount
  • Payment date
  • Payment method
  • Related invoice number

Common uses:

  • Finance reconciliation
  • Audit support
  • Verifying payment activity for a specific period
  • Monthly/quarterly financial reporting

Format: CSV

Typical workflow:

  1. Click "Transactions Export"
  2. Enter date range (e.g., April 1 - April 30 for monthly report)
  3. Generate export
  4. Provide to finance department for reconciliation

Incidents Export​

Exports incidents and related data for a specified date range.

Inputs required:

  • Start date - Beginning of date range
  • End date - End of date range

What's included:

  • Incident ID
  • User name
  • Device information
  • Incident type, status
  • Incident date
  • Assessment details
  • Repair information
  • Building

Common uses:

  • Incident trend analysis
  • Audit and compliance requests
  • Supporting operational planning and staffing
  • Insurance claim documentation

Format: CSV

Typical workflow:

  1. Click "Incidents Export"
  2. Enter date range (e.g., school year dates)
  3. Generate export
  4. Analyze trends, patterns, repair costs

Devices Checked In and Out Export​

Exports check in and check out history for a specified period.

Inputs required:

  • Desired results - Check ins, check outs, or both
  • Start date - Beginning of date range
  • End date - End of date range

What's included:

  • Device asset tag, serial
  • User name
  • Action (check in or check out)
  • Date/time of action
  • Administrator who performed action
  • Building

Common uses:

  • Audit device movement activity
  • Support investigations and reconciliation tasks
  • Verify checkout/checkin procedures
  • Track device circulation patterns

Format: CSV

Typical workflow:

  1. Click "Devices Checked In and Out Export"
  2. Select results type (both, check ins only, or check outs only)
  3. Enter date range
  4. Generate export
  5. Analyze for audit or investigation purposes

Loaners Given Export​

Exports a count or list of loaners issued by user for a specified period.

Inputs required:

  • Start date - Beginning of date range
  • End date - End of date range

What's included:

  • User name
  • Number of loaners issued
  • Loaner device information
  • Dates
  • Building

Common uses:

  • Track loaner utilization
  • Identify high volume periods or patterns
  • Determine loaner pool sizing needs
  • Monitor repeat loaner users

Format: CSV

Typical workflow:

  1. Enter date range (e.g., semester dates)
  2. Generate export
  3. Analyze loaner program usage
  4. Plan loaner inventory needs

Acceptable Use Policy Export​

Exports AUP related status information.

What's included:

  • User name
  • AUP signed status (yes/no)
  • Date signed
  • Building
  • Grade level

Common uses:

  • Compliance tracking
  • Building level follow up lists
  • Identifying users who need to sign AUP
  • Generating compliance reports for administration

Format: CSV

Typical workflow:

  1. Generate export
  2. Filter in Excel/Sheets for unsigned AUPs
  3. Create follow-up lists by building or grade
  4. Track compliance completion

Bulk PDF Invoice Generation​

Generates a bulk PDF output of invoices matching selected criteria.

Inputs required:

  • Filter selection - Date created, date modified, etc.
  • Start date - Beginning of date range
  • End date - End of date range
  • Status selection - Open, closed, all
  • Building selection - Specific building or all

What's included:

  • Individual PDF for each invoice
  • Invoice number, amount, line items
  • User information
  • Payment history
  • Due dates

Common uses:

  • Bulk invoice distribution workflows (mail merge)
  • End of period documentation
  • Audit support and record retention
  • Parent/guardian billing communications

Format: PDF (one file per invoice, typically in ZIP archive)

Typical workflow:

  1. Click "Bulk PDF Invoice Generation"
  2. Select filter criteria (e.g., created in March, status: open)
  3. Select building (or all)
  4. Generate bulk PDF
  5. Download ZIP file
  6. Extract and distribute invoices as needed

Export Best Practices​

✅ Do:

  • Name exported files descriptively with date (e.g., "Users-Export-2024-05-15.csv")
  • Document what filters were used when generating exports
  • Store exported files securely (contain sensitive student/staff data)
  • Delete exported files when no longer needed
  • Use date ranges that align with reporting periods (fiscal year, school year, quarters)
  • Verify data after export (spot check a few records)

❌ Don't:

  • Leave exported files on unsecured shared drives
  • Share exported files broadly without proper authorization
  • Export data without a specific purpose
  • Keep old exports indefinitely (follow data retention policies)
  • Forget that exports contain personally identifiable information (PII)

Data Security and Privacy​

Exported files contain sensitive data:

  • Student names, grades, buildings
  • Device assignments and checkout history
  • Financial information (invoices, payments)
  • Incident and disciplinary records

Security requirements:

  • Store exports in secure locations only
  • Encrypt exports if transmitting electronically
  • Delete exports when analysis/use is complete
  • Follow district data retention and privacy policies
  • Treat exports with same security as source system

Compliance considerations:

  • FERPA (Family Educational Rights and Privacy Act)
  • District data privacy policies
  • State student privacy laws
  • Audit data retention requirements

Common Questions​

Q: How long does it take to generate an export? Small exports (hundreds of records) generate in seconds. Larger exports (thousands of records) may take a minute or two. PDF bulk generations can take several minutes depending on invoice count.

Q: Can I schedule exports to run automatically? Yes, through Settings > System Automation > Exports. This requires system administrator access to configure.

Q: What format are exports in? Most exports are CSV (comma-separated values) that open in Excel or Google Sheets. Bulk PDF Invoice Generation creates PDF files.

Q: Can I customize what fields are included in exports? Standard exports include predefined fields. For custom exports, generate the full export and filter/remove columns in Excel/Sheets.

Q: Why is my export empty? Common reasons:

  • No data exists for the date range or filters specified
  • Your building access limits what data you can see
  • Filters are too restrictive
  • Try broadening date range or removing filters

Q: Can I export data for buildings I don't have access to? No. Exports respect your building access settings. You can only export data from buildings assigned to your administrator account.

Q: Are there limits on how much data I can export? Exports include all matching records regardless of count. Very large exports (tens of thousands of records) may take longer to generate but are not limited.

Q: Can I export to formats other than CSV? Most exports are CSV only. You can open CSV files in Excel and save as .xlsx if needed. Bulk invoices are PDF format.

Exports provide the raw data you need for external analysis, system integration, compliance documentation, and operational workflows outside of Manage1to1.

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