What is in your data export

When you take a copy of your club's data, you get a zip of spreadsheets. This page says what each file holds and what every column in it means, so you can read the files years from now without us, or hand them to somebody else who has never seen our software.

Most of it is plain CSV: a first row of column names, then one row per record. Any spreadsheet can open one, and so can most other software. Your written content and your uploaded files come out as files rather than rows — see your words and your files.

Matching rows between files

Columns ending in _id are references. A row in subscriptions.csv with a member_id matches the row in members.csv with the same member_id, which is how you rebuild the picture across files.

We may change these files as the product changes — a new column, a clearer name. What we commit to is that the files keep coming and this page keeps describing them.

The files

File	What it holds	In a member's own copy
affiliation-remittances.csv	Affiliation remittances	No
affiliations.csv	Affiliations	Yes
budgets.csv	Budgets	No
communication-preferences.csv	Communication preferences	Yes
consents.csv	Consents	Yes
emergency-contacts.csv	Emergency contacts	Yes
events.csv	Events	No
expenses.csv	Expense claims	No
finance-categories.csv	Finance categories	No
households.csv	Households	Yes
invoice-lines.csv	Invoice lines	Yes
invoices.csv	Invoices	Yes
manual-entries.csv	Manual entries	No
member-addresses.csv	Member addresses	Yes
member-notes.csv	Member notes	Yes
members.csv	Members	Yes
messages.csv	Messages	Yes
participations.csv	Event participations	Yes
payment-methods.csv	Payment methods	Yes
payments.csv	Payments	Yes
payouts.csv	Payouts	No
planned-payments.csv	Planned payments	No
poll-responses.csv	Poll responses	Yes
prospect-journeys.csv	Prospect journeys	Yes
records.csv	Club records	Yes
refunds.csv	Refunds	Yes
renewals.csv	Renewals	Yes
seasons-and-fees.csv	Seasons and fees	No
subscriptions.csv	Subscriptions	Yes
tickets.csv	Support requests	Yes

The last column says whether the file also appears when you answer one member's request for their own data. Files that hold club-wide settings rather than facts about people — your fee structure, your calendar — do not.

Affiliation remittances

affiliation-remittances.csv — What the club actually paid England Athletics, batch by batch, and who recorded it.

Column	What it means
remittance_id	Remittance reference.
paid_on	Paid on
amount_gbp	Amount, in pounds.
reference	Reference
notes	Notes
recorded_by_user_id	Recorded by user reference.
created_at	When the record was first made.

Affiliations

affiliations.csv — England Athletics registrations by season: status, dates, and any transfer from a previous club.

Column	What it means
affiliation_id	Affiliation reference.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
season_name	Season name
organisation	Organisation
status	Where this had got to when the file was made.
claim_type	Claim type
requires_transfer	Requires transfer
previous_club_name	Previous club name
transfer_completed_at	When transfer completed happened. Empty if it has not.
registered_at	When registered happened. Empty if it has not.
expires_at	When expires happened. Empty if it has not.
created_at	When the record was first made.

Budgets

budgets.csv — The committee's agreed budget: each line's figure and the membership volumes the biggest income line is priced against.

Column	What it means
budget_id	Budget reference.
financial_year_start	Financial year start
season_name	Season name
budget_status	Budget status
row_type	Row type
category_or_membership_type_name	Category or membership type name
finance_item_name	Finance item name
basis	Basis
kind	Kind
amount_gbp	Amount, in pounds.
expected_renewals	Expected renewals
expected_new	Expected new
expected_lapses	Expected lapses
annual_fee_snapshot_gbp	Annual fee snapshot, in pounds.
affiliation_fee_snapshot_gbp	Affiliation fee snapshot, in pounds.
created_at	When the record was first made.

Communication preferences

communication-preferences.csv — What each person has chosen to be sent or not sent, including mailing lists they have left. Carry these across before you email anyone.

Column	What it means
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
preference	Preference
subject	Subject
channel	Channel
wants_it	Wants it
recorded_at	When recorded happened. Empty if it has not.

Consents

consents.csv — What each member agreed to, when, and on which version — one row per consent record, including withdrawn ones.

Column	What it means
consent_id	Consent reference.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
given_by_member_id	The person who gave the consent, if somebody agreed on the member's behalf — a parent for a junior, usually.
consent_key	Our short name for the thing being agreed to.
consent_label	The wording the member actually saw.
given	Yes if they agreed, no if they refused.
given_at	When given happened. Empty if it has not.
withdrawn_at	When withdrawn happened. Empty if it has not.
version	Which version of the wording they agreed to.
ip_address	Where the agreement was given from, kept as evidence that it was.
user_agent	The browser or app the agreement was given from.

Emergency contacts

emergency-contacts.csv — Who to call for each member: name, relationship and phone. One row per member-contact pairing.

Column	What it means
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
contact_name	Contact name
relationship	How the contact knows the member, for example partner or parent.
phone	Phone
priority	The order to try emergency contacts in. 1 is first.
last_confirmed_at	When the member last checked these details were right.

Events

events.csv — Every event the club has created — training, races, socials and meetings, whoever runs them. One row per event.

Column	What it means
event_id	This event's own reference, pointed at by participations.csv.
name	Name
event_type	The club's own label for the activity, for example track or social.
event_kind	How the event works: turn up, registration required, ticketed, or somebody else's race.
status	Where this had got to when the file was made.
start_date	Start date.
end_date	End date.
start_time	Start time
duration_minutes	How long the event runs, in minutes.
location_name	Location name
capacity	How many places there are, if the club limits them.
enable_waitlist	Yes if people can join a waiting list once it is full.
registration_opens_at	When registration opens happened. Empty if it has not.
registration_closes_at	When registration closes happened. Empty if it has not.
requires_payment	Requires payment
price_member_gbp	Price member, in pounds.
price_non_member_gbp	Price non member, in pounds.
external_organiser	Who runs the event, when it is not the club.
external_registration_url	External registration web address.
external_price_affiliated_gbp	External price affiliated, in pounds.
external_price_unaffiliated_gbp	External price unaffiliated, in pounds.
external_entries_open_at	When external entries open happened. Empty if it has not.
external_entries_close_at	When external entries close happened. Empty if it has not.
external_capacity	External capacity
published_at	When published happened. Empty if it has not.
created_at	When the record was first made.
deleted_at	When it was removed. A date here means the row is history, not current.

Expense claims

expenses.csv — Member expense claims: what was spent, who decided it, and whether the club has reimbursed it.

Column	What it means
expense_id	Expense reference.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
finance_category_name	Finance category name
expense_date	Expense date.
amount_gbp	Amount, in pounds.
description	Description
status	Where this had got to when the file was made.
submitted_at	When submitted happened. Empty if it has not.
approved_by_user_id	Approved by user reference.
approved_at	When approved happened. Empty if it has not.
rejected_by_user_id	Rejected by user reference.
rejected_at	When rejected happened. Empty if it has not.
rejection_reason	Why a claim was turned down, if it was.
paid_by_user_id	Paid by user reference.
paid_at	When paid happened. Empty if it has not.
payment_reference	Payment reference
created_at	When the record was first made.

Finance categories

finance-categories.csv — The club's reporting categories — income and expense — that every other finance file is filed against.

Column	What it means
finance_category_id	Finance category reference.
kind	Kind
name	Name
system_key	System key
sort_order	Sort order
is_active	Is active
created_at	When the record was first made.

Households

households.csv — Every household the club holds a record for, and who is responsible for billing it. One row per household.

Column	What it means
household_id	This household's own reference, pointed at by members.csv.
name	Name
billing_member_id	The household member who pays.
created_at	When the record was first made.
deleted_at	When it was removed. A date here means the row is history, not current.

Invoice lines

invoice-lines.csv — What each invoice was made up of: one row per line, with what it was for and what it came to.

Column	What it means
line_id	Line reference.
invoice_id	The invoice this belongs to, matching invoices.csv.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
line_item_type	Line item type
description	Description
quantity	Quantity
unit_amount_gbp	Unit amount, in pounds.
total_amount_gbp	Total amount, in pounds.
season_name	Season name
event_id	The event this belongs to, matching events.csv.
created_at	When the record was first made.

Invoices

invoices.csv — Every invoice raised against a member: what it was for, who owed it, its status and its totals.

Column	What it means
invoice_id	This invoice's own reference, pointed at by payments.csv.
invoice_number	Invoice number
invoice_type	What the invoice is for, for example a membership or an event.
status	Where this had got to when the file was made.
payer_member_id	The person the money is owed by or came from.
total_amount_gbp	Total amount, in pounds.
amount_refunded_gbp	Amount refunded, in pounds.
payment_method	How the invoice was meant to be paid.
issued_at	When issued happened. Empty if it has not.
due_date	Due date.
paid_at	When paid happened. Empty if it has not.
cancelled_at	When cancelled happened. Empty if it has not.
created_at	When the record was first made.

Manual entries

manual-entries.csv — Money the treasurer recorded by hand — grants, sponsorship, cash takings — that never touched the platform's own payment rails.

Column	What it means
manual_entry_id	Manual entry reference.
direction	Direction
entry_date	Entry date.
amount_gbp	Amount, in pounds.
finance_category_name	Finance category name
finance_item_name	Finance item name
payee	Payee
description	Description
recorded_by_user_id	Recorded by user reference.
is_opening_adjustment	Is opening adjustment
created_at	When the record was first made.

Member addresses

member-addresses.csv — Members' postal addresses. One row per address; a member may have more than one.

Column	What it means
address_id	Address reference.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
line1	Line1
line2	Line2
city	City
county	County
postcode	Postcode
country	Country
created_at	When the record was first made.

Member notes

member-notes.csv — Notes the committee has written about a member, with who wrote each one and when.

Column	What it means
note_id	Note reference.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
author_name	Author name
visibility	Visibility
body	Body
created_at	When the record was first made.
deleted_at	When it was removed. A date here means the row is history, not current.

Members

members.csv — Every person the club holds a record for, including household dependents and prospects. One row per person.

Column	What it means
member_id	This person's own reference. Other files point at it to say which member they mean.
first_name	First name
last_name	Last name
email	The address the member signs in with. Empty for anyone in a household who has no sign-in of their own.
phone_number	Phone number
date_of_birth	Date of birth
gender	Gender
member_status	Prospect, Active, Lapsed, Resigned, Suspended, Transferred or Deceased.
first_joined	The date they first joined the club, which survives lapsing and rejoining.
household_id	The household this belongs to, matching households.csv.
household_role	Whether this person manages the household or belongs to it.
is_billing_responsible	Yes for the person who pays for the household.
ea_urn	The member's England Athletics registration number.
parkrun_id	The member's parkrun barcode number.
public_role	What the club website shows them as, for example Coach or Chair.
membership_exit_reason	Why they left, if anyone recorded a reason.
created_at	When the record was first made.
deleted_at	When it was removed. A date here means the row is history, not current.

Messages

messages.csv — Messages the club has sent to this person, with the subject, how it was sent and whether it arrived.

Column	What it means
message_id	Message reference.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
category	Category
subject	Subject
sender_name	Sender name
channels	Channels
email_status	Email status
email_sent_at	When email sent happened. Empty if it has not.
push_status	Push status
read_at	When read happened. Empty if it has not.
created_at	When the record was first made.

Event participations

participations.csv — Every sign-up, check-in and result, one row per person per event, including guest bookings.

Column	What it means
participation_id	Participation reference.
event_id	The event this belongs to, matching events.csv.
event_name	Event name
event_date	Event date.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
guest_first_name	Guest first name
guest_last_name	Guest last name
planning_status	Planning status
registered_at	When registered happened. Empty if it has not.
attendance_status	Attendance status
checked_in_at	When checked in happened. Empty if it has not.
took_part	Took part
volunteer_role	Volunteer role
position	Position
category_position	Category position
gender_position	Gender position
category	Category
league_position	League position
league_score	League score
league_team	League team
finish_time	Finish time
gun_time	Gun time
age_graded_percentage	Age graded percentage
amount_paid_gbp	Amount paid, in pounds.
created_at	When the record was first made.
deleted_at	When it was removed. A date here means the row is history, not current.

Payment methods

payment-methods.csv — How each member pays, described the way they'd recognise it — never anything that could be used to take money.

Column	What it means
payment_method_id	Payment method reference.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
provider	Direct Debit, card, bank transfer or cash.
provider_method_id	Provider method reference.
provider_customer_id	Provider customer reference.
type	Type
label	Label
last_4_digits	Last 4 digits
bank_name	Bank name
institution_name	Institution name
card_brand	Card brand
status	Where this had got to when the file was made.
mandate_status	Mandate status
is_default	Is default
expires_at	When expires happened. Empty if it has not.
created_at	When the record was first made.
deleted_at	When it was removed. A date here means the row is history, not current.

Payments

payments.csv — Every payment attempt against an invoice: provider, reference, status, amount, fees and what it was for.

Column	What it means
payment_id	Payment reference.
invoice_id	The invoice this belongs to, matching invoices.csv.
payer_member_id	The person the money is owed by or came from.
provider	Direct Debit, card, bank transfer or cash.
provider_payment_id	The reference the payment company uses. Keep it — it is how you match our records to theirs.
provider_charge_id	Provider charge reference.
provider_payout_id	Provider payout reference.
status	Where this had got to when the file was made.
currency	Currency
gross_amount_gbp	Gross amount, in pounds.
provider_fee_amount_gbp	Provider fee amount, in pounds.
provider_fee_tax_gbp	Provider fee tax, in pounds.
platform_fee_amount_gbp	Platform fee amount, in pounds.
platform_fee_tax_gbp	Platform fee tax, in pounds.
total_fees_gbp	Total fees, in pounds.
net_amount_gbp	Net amount, in pounds.
fees_estimated	Fees estimated
scheduled_collection_date	Scheduled collection date.
collected_at	When collected happened. Empty if it has not.
confirmed_at	When confirmed happened. Empty if it has not.
paid_out_at	When paid out happened. Empty if it has not.
created_at	When the record was first made.

Payouts

payouts.csv — Bank credits from the payment provider: what arrived, when, and what was already deducted.

Column	What it means
payout_id	Payout reference.
provider	Direct Debit, card, bank transfer or cash.
provider_payout_id	Provider payout reference.
amount_gbp	Amount, in pounds.
deducted_fees_gbp	Deducted fees, in pounds.
arrival_date	Arrival date.
reference	Reference
status	Where this had got to when the file was made.
currency	Currency
created_at	When the record was first made.

Planned payments

planned-payments.csv — The committee's cash-flow forecast: dated payments and receipts expected against the budget, and whether each has landed.

Column	What it means
planned_payment_id	Planned payment reference.
finance_category_name	Finance category name
finance_item_name	Finance item name
kind	Kind
expected_on	Expected on
amount_gbp	Amount, in pounds.
payee	Payee
description	Description
status	Where this had got to when the file was made.
matched_source_type	Matched source type
matched_source_id	Matched source reference.
created_at	When the record was first made.

Poll responses

poll-responses.csv — One row per member per poll answered: which poll, when they submitted, and where from.

Column	What it means
response_id	Response reference.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
poll_id	Poll reference.
poll_title	Poll title
source	Source
completed_at	When completed happened. Empty if it has not.
created_at	When the record was first made.

Prospect journeys

prospect-journeys.csv — One row per attempt at joining the club: source, stage reached, and how it ended.

Column	What it means
journey_id	Journey reference.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
opened_at	When opened happened. Empty if it has not.
source	Source
stage	Stage
stage_changed_at	When stage changed happened. Empty if it has not.
registered_at	When registered happened. Empty if it has not.
subscription_started_at	When subscription started happened. Empty if it has not.
subscription_submitted_at	When subscription submitted happened. Empty if it has not.
paid_at	When paid happened. Empty if it has not.
closed_at	When closed happened. Empty if it has not.
close_reason	Close reason
closed_by_user_id	Closed by user reference.
close_note	Close note
created_at	When the record was first made.

Club records

records.csv — Every club record claim — approved, pending and rejected — with the holder, the mark and the evidence it was approved against.

Column	What it means
record_id	Record reference.
competition_format	Competition format
competition_category	Competition category
status	Where this had got to when the file was made.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
holder_first_name	Holder first name
holder_last_name	Holder last name
applicant_member_id	The person who submitted the claim, where that is not the record holder.
time_seconds	The time in seconds, for sorting.
time_display	The time as it is shown on the record board.
event_id	The event this belongs to, matching events.csv.
event_name	Event name
event_location	Event location
event_date	Event date.
evidence_link	The results page the claim was checked against.
approved_at	When approved happened. Empty if it has not.
rejection_reason	Why a claim was turned down, if it was.
created_at	When the record was first made.
deleted_at	When it was removed. A date here means the row is history, not current.

Refunds

refunds.csv — Money handed back: which payment it came off, who it went to, why, and whether it has settled.

Column	What it means
refund_id	Refund reference.
payment_id	Payment reference.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
amount_gbp	Amount, in pounds.
provider_fee_gbp	Provider fee, in pounds.
provider_fee_tax_gbp	Provider fee tax, in pounds.
reason	Reason
reason_code	Reason code
status	Where this had got to when the file was made.
provider_refund_id	Provider refund reference.
provider_payout_id	Provider payout reference.
initiated_by_user_id	Initiated by user reference.
refunded_at	When refunded happened. Empty if it has not.
settled_at	When settled happened. Empty if it has not.
created_at	When the record was first made.

Renewals

renewals.csv — A household's season-on-season renewal history: status, amount, payment outcome, and any cancellation or exclusion.

Column	What it means
renewal_id	Renewal reference.
renewal_campaign_id	Renewal campaign reference.
household_id	The household this belongs to, matching households.csv.
billing_member_id	The household member who pays.
status	Where this had got to when the file was made.
excluded	Excluded
exclusion_reason	Exclusion reason
total_amount_gbp	Total amount, in pounds.
affiliation_amount_gbp	Affiliation amount, in pounds.
mandate_valid	Mandate valid
mandate_validated_at	When mandate validated happened. Empty if it has not.
payment_collection_date	Payment collection date.
payment_scheduled_at	When payment scheduled happened. Empty if it has not.
payment_confirmed_at	When payment confirmed happened. Empty if it has not.
payment_failed_at	When payment failed happened. Empty if it has not.
payment_failure_reason	Payment failure reason
cancellation_requested_at	When cancellation requested happened. Empty if it has not.
cancellation_effective_date	Cancellation effective date.
cancellation_reason	Cancellation reason
invoice_id	The invoice this belongs to, matching invoices.csv.
payment_id	Payment reference.
admin_notes	Admin notes
last_reminder_sent_at	When last reminder sent happened. Empty if it has not.
created_at	When the record was first made.

Seasons and fees

seasons-and-fees.csv — The club's pricing structure: each membership season, its dates, and the fee charged per membership type.

Column	What it means
fee_id	Fee reference.
season_name	Season name
season_start_date	Season start date.
season_end_date	Season end date.
season_is_current	Season is current
membership_type_name	Membership type name
annual_fee_gbp	Annual fee, in pounds.
monthly_payment_plan_available	Monthly payment plan available
monthly_payment_amount_gbp	Monthly payment amount, in pounds.
valid_from	Valid from
valid_until	Valid until
created_at	When the record was first made.

Subscriptions

subscriptions.csv — A club member's memberships, one row per season held: type, status, amount and dates.

Column	What it means
subscription_id	Subscription reference.
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
season_name	Season name
membership_type_name	Membership type name
status	Where this had got to when the file was made.
start_date	Start date.
end_date	End date.
base_amount_gbp	Base amount, in pounds.
affiliation_amount_gbp	Affiliation amount, in pounds.
discount_amount_gbp	Discount amount, in pounds.
total_amount_gbp	Total amount, in pounds.
extended_membership	Extended membership
invoice_id	The invoice this belongs to, matching invoices.csv.
payment_id	Payment reference.
created_at	When the record was first made.
deleted_at	When it was removed. A date here means the row is history, not current.

Support requests

tickets.csv — Requests this person has raised with the club, with the status and when each was answered and closed.

Column	What it means
ticket_id	Ticket reference.
ticket_number	Ticket number
member_id	The member this row is about. The same value is in members.csv, so you can match rows between files.
subject	Subject
description	Description
category	Category
status	Where the request had got to when the file was made.
priority	How urgent the club marked the request.
source	Source
first_response_at	When first response happened. Empty if it has not.
resolved_at	When resolved happened. Empty if it has not.
closed_at	When closed happened. Empty if it has not.
created_at	When the record was first made.
deleted_at	When it was removed. A date here means the row is history, not current.

Your words and your files

Your website pages, your news posts and your document library are not records, so they do not come out as spreadsheets. They come out as the things they are.

Folder	What is in it
content/pages/	One Markdown file per page of your website
content/posts/	One Markdown file per news post
files/	Your uploaded documents, and every picture used on a page or in a post

Website pages — Every page of the club's website, as a markdown file, with the pictures on it.

News posts — Every news post the club has written, as a markdown file with its details at the top, plus the pictures in it.

Documents — The club's document library — policies, minutes, forms — as the original files, with an index describing each one.

Each Markdown file opens in any text editor and imports into most website software. It begins with a short block between --- lines holding the title, web address, publication date and author, then the writing itself.

Pictures keep working

Pictures are saved alongside the writing and the links are rewritten to point at those copies, so a page still shows its photographs after your old website has gone.

Parts of a page that were never fixed text

Some parts of a page are filled in automatically when somebody visits — the next few events, the latest news, your membership prices. There is no wording to save for those, so the file carries a short note where each one stood, saying what it showed. Nothing you wrote is left out.

files/documents/index.csv

Your documents keep their original names and formats, and this index says what each one is — a signed policy is worth nothing if you cannot tell which file it is. Every document the club has a record of is listed, including any whose file was never uploaded, so a gap is always visible rather than silent.

Column	What it means
file	Where to find this document inside the zip. Empty means the club has a record of the document but no file was ever uploaded for it.
document_id	Document reference.
title	What the club called this document.
folder	The folder it was filed in, if any.
owner	Who the club recorded as responsible for keeping it up to date.
policy_date	The date the club recorded for the document itself — when a policy was adopted or last reviewed.
mime_type	What kind of file it is, in the standard notation — application/pdf for a PDF.
deleted_at	When it was removed. A date here means the row is history, not current.

See also

• Download your data — how to take a copy, and how to answer a member who asks what you hold about them