Scheduled Exports

Last updated: April 30, 2026

Scheduled exports let you automatically generate the same data export — donors, transactions, fundraisers, and more — on a recurring schedule, so you don't have to re-run an export every day, week, or month. Once you set one up, WeGive runs it in the background and emails the people you choose a link to download the file from your dashboard.

This article covers how to create, manage, pause, and troubleshoot scheduled exports.

Who can use scheduled exports

Scheduled exports are available to staff users with permission to export data. The feature lives in your WeGive dashboard under the Data section.

What you can schedule

You can create a scheduled export from any of the data table views that support exports, including:

  • Donors and Supporters

  • Donor journey history

  • Campaign donors

  • Communication list donors

  • Donor message clicks

  • Fundraisers (org-wide and per campaign)

  • Households

  • Funds

  • Campaigns

  • Checkouts

  • Scheduled (recurring) donations

  • Payouts

If you can run a one-time export from a data table, you can almost always schedule it to run on a recurring basis from the same place.

How to create a scheduled export

Step 1: Open the data table you want to export

Navigate to the table whose data you want to schedule. For example, to schedule a donor export, go to Data → Donors (or Data → Supporters). To schedule a fundraiser export, go to a campaign's Fundraisers tab or the org-wide Fundraisers view.

Step 2: Apply any filters you want included

The scheduled export captures whatever filters are currently applied on the table. If you want only this year's transactions, only donors in a specific tag, or only fundraisers above a certain amount, set those filters first. Each time the schedule runs, it will use the same filter logic against current data.

Step 3: Open the Create Scheduled Export dialog

Click the export action on the table and choose Create Scheduled Export (or the equivalent option in the export menu). The Create Scheduled Export dialog will open.

Step 4: Fill in the basic details

In the dialog you'll be asked for:

  • Name — An internal label for this scheduled export so you can recognize it later (for example, "Weekly major donor list" or "Monthly transactions for finance").

  • Frequency — How often the export should run. Options are Daily, Weekly, Monthly, Quarterly, or Yearly.

  • Start date and time — The first time the export should run. After that, it will repeat at the frequency you selected.

  • Email notifications — Toggle on if you want WeGive to email someone when the export is ready.

  • Email recipients — One or more email addresses to notify each time the export finishes. Required when notifications are on.

The filters you applied to the table are saved with the schedule automatically — you don't need to re-enter them in the dialog.

Step 5: Choose the columns to include

On the next step, pick the fields you want in the export file. You must select at least one field. Reorder them if you'd like the CSV columns in a specific order.

(Payout exports skip this step — payout files have a fixed column set.)

Step 6: Review and create

Confirm the details and create the schedule. WeGive will run the export for the first time at the start date you chose, then continue on the cadence you selected.

Where the export files are delivered

WeGive does not attach the file to the notification email. Instead:

  1. The job runs on the schedule you configured.

  2. The resulting CSV is generated and stored securely.

  3. Recipients receive an email with a link back to your dashboard.

  4. You download the file from Data → Exports, where every completed export — scheduled or one-off — is listed.

Files are CSV format. Very large exports are automatically split into multiple CSV files (every 100,000 rows), and you'll see each part listed under that export.

Managing your scheduled exports

To view and manage all of your active scheduled exports, go to Data → Scheduled Exports.

From this page you can:

  • Pause a scheduled export — stops the schedule from running. The configuration is preserved.

  • Resume a paused export — re-activates the schedule. You'll be asked to set a new next-run date and time, since the original start date may have passed.

  • Archive a scheduled export — removes it from your active list. Use this when you no longer need the schedule. Archived schedules can be restored.

  • Restore an archived export — brings an archived schedule back into your active list.

Use Pause / Resume for a temporary stop (for example, while you're cleaning up filters). Use Archive when the schedule is no longer needed.

Editing a scheduled export

If you need to change the filters or the columns of a scheduled export, the cleanest path is to:

  1. Pause or archive the existing schedule.

  2. Open the source data table.

  3. Apply the new filters.

  4. Create a new scheduled export with the updated configuration.

This guarantees the new schedule reflects the latest filter state on the table.

Tips and best practices

  • Filter before you create. The schedule "remembers" only the filters that were active when you set it up. If you forgot to apply a filter, you'll need to re-create the schedule.

  • Use clear names. Names like "Q1 finance — completed transactions only" save you (and your team) confusion later.

  • Pick the right cadence. Daily exports of large datasets generate a lot of files. Weekly or monthly is usually the right pick unless you have a real-time need.

  • Send the email to a distribution list if more than one person needs the data. That way handoffs don't break the workflow.

  • Check Data → Exports if you're missing the email. The file is always available there, even if the notification email got caught in a spam filter.

Troubleshooting

I didn't get the email notification.
Check your spam folder, then go to Data → Exports to confirm the export ran. If the export completed successfully but the email didn't arrive, verify the recipient email address on the schedule.

The export ran but the file is empty or shorter than I expected.
Open the data table the schedule was created from and re-apply the same filters. The export reflects whatever the filters return at runtime, so if the filter conditions matched fewer records this period, the file will be smaller.

My scheduled export didn't run at the expected time.
Confirm the schedule isn't paused on the Data → Scheduled Exports page. If it shows as paused, click Resume and set a new next-run time.

I need to change the columns or filters.
Scheduled exports use the configuration you set at creation. To change them, archive the existing schedule and create a new one from the data table with the new filters and column selections.

The file is enormous and split into multiple CSVs.
This is expected behavior for very large exports — files are split every 100,000 rows. Download all parts from Data → Exports.

Related articles

  • Running a one-time export

  • Filtering data tables

  • Managing user permissions