Creating Scheduled Exports

Scheduled exports let you automatically pull a recurring report of your supporter, donor, or transaction data — on the cadence you choose — and have it delivered straight to your inbox. Instead of manually filtering and exporting a table every week, you set the report up once and WeGive runs it for you and emails you when it's ready.

This article walks through everything you need to create, configure, and manage a scheduled export in Dashboard v2.

Before you start

A scheduled export is built from a table view. Whatever filters you apply to a table (for example, All Supporters filtered to Individuals created in the last 7 days) become the basis for the export. It's worth setting up and confirming your table view first, because the export will inherit those filters.

You can create scheduled exports from any of the major data tables, including Supporters/Donors and Transactions.

Step 1: Open the table you want to export

Navigate to the table that holds the data you want — for example, All Supporters. Apply any filters you want the export to use (i.e. created in the last 7 days).

Step 2: Start the scheduled export

In the top-right corner of the table, click More, then select Schedule export from the dropdown menu.

The More menu also includes related options like Manage Columns, Save table view, Refresh table, and Copy link to table — but for a recurring report you want Schedule export.

Step 3: Set the filters, name, and schedule

The Create a scheduled export window opens. Here you confirm what data goes into the report and how often it runs.

• Standard filters — These carry over from your table view (for example, Type: Individuals). They define the broad set of records included.

• Advanced filters — These let you narrow further with conditions such as Created At is less than 7 days ago. This is how you build reports like "everyone who signed up in the past week." Advanced filters are evaluated each time the export runs, so a "last 7 days" filter always reflects the 7 days leading up to that run.

• Export name — Give the report a clear, descriptive name (for example, New Supporters Created Last Week). This name appears in your list of scheduled exports and in the notification email, so make it something you'll recognize at a glance.

• Frequency — Choose how often the export runs: Daily, Weekly, or Monthly. Pick the cadence that matches how you'll use the data.

• Starting on — Set the date and time of the first run. The export then repeats on your chosen frequency from this point forward. The time is shown in your account's time zone (for example, CDT).

• Enable notifications — Toggle this on to receive an email each time the report finishes processing. When enabled, you can specify who gets notified.

• Recipients — Enter the email addresses that should receive the notification, separated by commas. This defaults to your own address but can include teammates.

When everything looks right, click Select columns.

Step 4: Choose your columns

The column picker controls exactly which fields appear in the exported file. Columns are organized into categories along the left side:

• Donor — Core supporter fields (WeGive ID, Created At, First/Last Name, Email, phone numbers, Total Amount, communication preferences, and many more).

• Custom Field — Any custom fields your organization has configured.

• Household — Household-level fields.

Each category shows how many fields are currently selected (for example, 184/184 means all Donor fields are selected).

You have a few ways to manage the selection:

• Check or uncheck individual fields to include exactly what you need.

• Use the select-all and deselect-all controls (the buttons at the top-right of the field grid) to toggle everything in a category at once.

• Search at the top to quickly find a specific field by name.

• Select preset to apply a saved set of columns, or Save as preset to store your current selection for reuse. Manage lets you edit existing presets.

Tip: Exporting only the columns you actually need keeps the file cleaner and easier to work with. If you regularly run similar reports, saving a preset will save you time on every future export.

When you've chosen your columns, click Continue.

Step 5: Review and confirm

The Confirm your scheduled export screen summarizes everything before the schedule goes live:

• The export name and the source table (for example, New Supporters Last Week — All Supporters).

• Frequency and starting date/time.

• Notify — who will receive the email notifications.

• Columns — a count and list of every field included (for example, Columns (184)).

• Filters — both the standard and advanced filters being applied.

Review each section. If anything needs changing, click Back to step through the previous screens. When it all looks correct, click Confirm.

Your scheduled export is now live and will run automatically on the schedule you set.

Managing your scheduled exports

All of your scheduled exports live in one place. Go to Settings and open the scheduled exports area, which displays the All Scheduled Exports list.

This list shows every export you've created, with columns for:

• ID — A unique identifier for each export.

• Name — The name you gave it.

• Status — Live indicates the export is active and running on schedule.

• Object — The type of data being exported (for example, Donor or Transactions).

• Frequency — How often it runs (Daily, Weekly, Monthly).

From here you can search, filter, and use the More menu to manage the list. Use the + button in the top-right to create a new scheduled export directly from this screen.

This view is the best place to audit what's running, spot duplicates, and keep your exports tidy over time.

Receiving your reports

When an export finishes processing and notifications are enabled, WeGive sends a Scheduled Report Notification email to your chosen recipients. The email confirms which report ran (by name) and includes a link to view your report in WeGive, where you can access and download the file.

If you ever stop receiving notifications you expect, check that the export's Status is still Live and that the Recipients list includes the right addresses.

Tips and best practices

• Name reports clearly so the purpose is obvious in both the list and the email — "New Donors Created Last Week" beats "Export 3."

• Use relative advanced filters (like "less than 7 days ago") so the report stays current without you ever editing it.

• Save column presets for reports you build often.

• Match frequency to the filter window — a "last 7 days" report pairs naturally with a Weekly schedule, while "last month" pairs with Monthly.

• Review the All Scheduled Exports list periodically to retire reports you no longer need.