Generate and download exports

Exports turn club information into files for review, accounting or compliance. They may contain personal or financial data, so share them only with people who need access and for a defined purpose.

Before you start

Confirm the information type, date range and recipient. Avoid generating a wider period than necessary. Make sure the person downloading the file has permission and a secure place to store it.

Step by step

1. Open Exports

In the dashboard, open Exports. Use the Accounting, Labour inspection and Enrolments tabs to view the history. Enrolment exports are generated from each form; the last tab shows their history.

2. Set the period and scope

Select New export, choose the package type, period and format, then complete the required options. Check that the date range is valid and includes only the requested information.

Under Labour inspection, choose PDF or CSV. The download is a ZIP with one file for each employee who has clock-ins during the period, even if there is only one employee. Unzip it and share only the relevant person’s file. Filenames include a number to distinguish employees with the same name.

PDFs use Clybo’ colours, keep the club’s legal details and repeat the employee’s identification and the columns on every page. The full period and times are shown in the club’s configured time zone. Corrected and cancelled clock-ins remain visible as history and do not count towards time worked. If there are no clock-ins, the ZIP contains a sin-fichajes.txt notice.

Previously generated downloads keep their original format. Generate a new export to get the individual files.

3. Export a form’s submissions

Submissions are not exported from New export. There are two ways in. The quickest is on Enrolments: the Export submissions button next to the form selector opens the dialog for the form chosen in the selector. If the selector is set to All forms, it exports every form with submissions, one file per form, with all its columns and no column picker, sort or preview. The selector only lists forms with submissions, archived ones included, and the button is disabled when there are none. The other way is on Forms: open the row’s action menu and choose Export submissions, or select several forms and use Export in the action bar, which also exports each form separately with no options or preview. You need club administration permissions.

The Export submissions dialog has two steps. In the first one you set the options:

• Format: Excel (XLSX) comes first, marked Recommended and selected by default; it opens in Excel, Numbers and Google Sheets. CSV produces comma-separated text for importing into other programs. PDF creates a printable list with the club logo and colours.
• Columns to export: tick the ones you need, grouped under Athlete, Guardian / contact, Payment, Form answers, Consents and Documents. The All and None buttons select or clear the set.
• Sort by: choose Submission date or any of the ticked columns, in Ascending or Descending order. Text columns sort alphabetically, ignoring accents and case; empty values go last.
• Add a tick box at the start of each row: PDF only. It prints an empty box on every row for taking attendance on paper.
• Include sensitive data (medical, ID document, phone): this is special-category data (GDPR art. 9). Enable it only if the recipient needs it.
• Filter by status (optional): Pending, Reviewed, Approved, Rejected or Abandoned.

The PDF is landscape. Up to 7 columns print as a table; with more, one card per submission, and the tick box appears next to each card’s title. The header includes the logo saved under Settings → Visual identity; without a logo, it is text only. The header and table headings use the club’s primary colour when it is dark enough to read on white; if not, they use the secondary colour, and failing that, black. Clubs without brand colours get the Clybo’ garnet.

Select Preview. The Preview step shows the first 15 rows exactly as they will appear in the file: the same column headers in Spanish, the same order and the same formatting. For CSV and Excel it starts with Estado, Código, Fecha de inscripción and Revisada el; for PDF it starts with Nº and, if enabled, the tick box. You will see the total number of submissions and the notice “Showing the first 15.” when there are more. If you included sensitive data, it is hidden in the preview but does go into the file. If no record matches the filters, you will see “No submissions match these filters.” and you cannot generate the file. Use Change options to go back or Generate export to continue.

From there the flow is the same as for other exports: the file is prepared in the background, the dialog offers Download when it is ready, the link expires after 7 days and the history is kept under Exports → Enrolments.

4. Start generation

Select Generate export. Large files are prepared in the background; do not repeat the request just because it takes a few moments. Check the status in the history.

5. Download and validate

When it is available, select View and then Download. Check the package contents and the link’s expiry date; download the file and verify rows, dates, currency and totals before sending it to another person or system.

If you need to provide the export to your accountant, download the file and send it yourself. Clybo’ does not send it directly to the accountant.

On iPhone, the installed management app may open a file preview or Safari. Use the sharing or saving options in that window; choose Save to Files when available and check that the copy was saved. Closing the preview does not confirm that the file was saved. See Install the club management app for these options and the limits of the installed app.

6. Revoke access when it is no longer needed

Use revocation to prevent new downloads from Clybo’. Revocation does not delete copies already downloaded, so you must also follow the club’s internal policy.

If something goes wrong

• Generation is still pending: refresh the history and avoid creating duplicates.
• The date range is rejected: check the order of the dates and the limits shown in the form.
• Records are missing: check filters, period and the status of the source data.
• The file does not open correctly: download it again and use an app that supports its format.
• The submissions PDF has no club colour: the primary colour was not readable on white, so the secondary colour or black was used. Adjust the colours under Settings → Visual identity and generate a new export.
• The submissions PDF does not show the logo: check that a logo is saved under Settings → Visual identity and that it is a PNG or JPEG. PDFs already generated do not change when you update it.

Next step

For work-time records, see Review staff time records. To understand financial documents, see Issue and manage invoices or receipts.