STN - Exporting Staff Donations

This guide provides step-by-step instructions on how to export staff donations from HubSpot.

Jennifer Miller
15 steps
44 seconds

HubSpot

Open the [ALL Donations & Payments Dashboard](https://app.hubspot.com/reports-dashboard/43906074/view/11455271?dataSource=0-3&dataSourceName=DEAL&propertyName=hs_tag_ids&propertyType=enumeration&operator=Known)

Change the "Deal Tags" filter option to "is known" if it is not already selected. The link above should automatically filter it this way. Note: You also can filter by the specific location if you'd like to export separate reports for each. To do this, select the "is any of" filter and then in the drop down that appears, select the location name.

Click "Apply"

Scroll down to the bottom of the dashboard and find the "All Staff Donations" report. Select the Options menu by clicking the 3 dots icon in the top right of the report.

Click "Export"

Change the File format to "XLSX"

Click "Export"

In 10-30 seconds, a message will appear at the top of your screen that says "Your Report export 'ALL Staff Donations' has been delivered." Select the "Click here to download" link to export the excel file. Note: You will also receive an email with a button that will allow you to download the report as well.

If you'd like to access via Google Drive, save the excel file in your drive and open it in your Google Drive folder.

**Excel File Field Descriptions:** - **Record ID:** ID that is tied to the transaction (for your purposes, you can ignore or delete this; **it is required to be in the export file**) - **Deal Name:** This is a mix of the type of transaction, name of the donor, staff name, and date of the transaction. Feel free to use this if it is helpful, or you can ignore/delete it as well; **it is required to be in the export file**) - **Deal Owner:** Staff Member Name (note - if the staff member has not set up their account in HubSpot, it will display their email address instead). - **Close Date:** Transaction Date - **Initial Full Donation Amount:** Amount of the transaction - **Payment Type:** Shows if it is a Recurring transaction or a One-Time/Initial Transaction - **Associated Contacts:** Donor Name - **Paid Check/Cash:** Will say "Yes" if it was a manual check payment - **Deal Tags:** Filter by the Location (you can filter by this if you'd like to separate out base).

Highlight the first row of the spreadsheet (header row) and add a filter. Note: this is the suggested way to manage things (using a filter) vs. trying to sort columns. Using the filter for the Staff Member will allow you to make sure you are only working with that staff member's transactions and avoid including possible other transactions.

The spreadsheet should automatically sort by latest date to oldest, but you can adjust the "Close Date" sorting to be how you'd prefer.

Use the "Deal Tags" column to filter by the location if desired.

Use the "Deal owner" column to filter by the staff member.

Copy & paste information as needed.

Note: All checks are manually entered into the system, and the information may be a little delayed in being updated. Feel free to check with accounting if you have any questions on those.

STN - Exporting Staff Donations

This guide provides step-by-step instructions on how to export staff donations from HubSpot.

Jennifer Miller
15 steps
44 seconds

HubSpot

Click "Apply"

Scroll down to the bottom of the dashboard and find the "All Staff Donations" report. Select the Options menu by clicking the 3 dots icon in the top right of the report.

Click "Export"

Change the File format to "XLSX"

Click "Export"

If you'd like to access via Google Drive, save the excel file in your drive and open it in your Google Drive folder.

The spreadsheet should automatically sort by latest date to oldest, but you can adjust the "Close Date" sorting to be how you'd prefer.

Use the "Deal Tags" column to filter by the location if desired.

Use the "Deal owner" column to filter by the staff member.

Copy & paste information as needed.

Note: All checks are manually entered into the system, and the information may be a little delayed in being updated. Feel free to check with accounting if you have any questions on those.