Export data

4 min read Updated 4 November 2026

The Export page (sidebar → Data → Export) holds a set of one-click downloads for the school you're currently viewing, plus Student logins by registration group — the one export you choose what goes into, for handing login details out to students.

Before you start

You need the Export data permission for the school. Without it the Export item isn't in the sidebar.
Export is per school. Switch to the school you want in the top-bar school switcher first. In MAT mode (All schools), the page shows a "Pick a school" prompt instead of any downloads — there is no trust-wide, cross-school export from this page.

Export page in MAT mode showing the pick a school empty state

What you can download

The tiles shown depend on what's enabled for the active school:

Users (CSV) — every active, protected or suspended member with their details: status, type, username, MIS ID, UPN, title, names (including legal names), year, house, admission number, registration group and the groups they're in. The password column is left blank. An active user who is locked against the MIS sync (protected) shows as LOCKED in the status column. The column names match the Advanced user import, so it's a handy starting point for one — but each group is written in its own column after the others, and suspended users carry the status SUSPENDED, which the import doesn't accept.
Logins (CSV) — type, username, title, forename, surname, year and date of last login, for active, protected and suspended members. No passwords.
Groups (CSV) — each active or protected group's status and name, followed by the usernames of its active and protected members. (Deleted and suspended groups are left out.)
Emails (CSV) — role, forename, surname and email address (the username at the school's email domain) for active, protected and suspended members.
AD sync (ZIP) — only shown if Active Directory is enabled for the school.
Apple School Manager (ZIP) — only shown if Apple sync is enabled for the school (an SFTP-format CSV bundle).

Below the tiles is Student logins by registration group, which is not a one-click tile — see its own section below.

Steps

Step 1 — Open the Export page

Make sure the school you want is selected in the top-bar switcher, then select Export in the left sidebar (under Data).

Step 2 — Choose a download tile

Each tile is a direct download — there's no separate "type" or "filter" step. Select the tile for the data you want (e.g. Users (CSV)) and the file downloads straight away, opened in a new tab.

Export page per school view showing the one click download tiles for Users, Logins, Groups and Emails CSV

Result

The CSV (or ZIP, for AD sync / Apple School Manager) downloads to your device immediately — there's no intermediate preview or configuration screen.

Student logins by registration group

Use this when students need to be told their login details and you're giving them out through registration — a bundle per form tutor.

It lists every active (or protected) learner with their username, first name, surname and registration group. Suspended learners are left out, because their account can't be logged into. Learners whose MIS sent no registration group are grouped together under No registration group so nobody is quietly dropped.

Passwords are not included. To set students' passwords and hand those out, use Reset passwords instead.

Step 3 — Choose the registration groups

Tick the groups you want. The number beside each is how many learners are in it, and the line beside the buttons totals up your selection (for example 214 learners in all registration groups). Leave every box clear to include all groups; once you've ticked some, Select all groups puts it back. If the school has no active learners the section says No learners to list.

Step 4 — Take it as a CSV or print it

Download CSV — one row per learner: registration_group, username, first_name, surname, sorted by registration group and then surname. This is the file to use for a mail merge or to split up in a spreadsheet.
Print sheets — opens a print preview with one A4 page per registration group, each headed with the group name and listing name and username. Print it and the pack splits straight into a bundle per form tutor. Your browser must allow pop-ups for this site; if it blocks the window you'll see The print window could not open. Allow pop-ups for this site, then print again. If your selection matches nobody you see No learners matched — check the registration groups you picked.

Both are recorded in the audit trail, since they take pupil data out of the system.

MIS sync data

The same Export page also holds MIS sync data — the raw CSV snapshot the sync fetched from your MIS on each run, one file per sync, newest first (roughly the last month is kept). This is the exact data your MIS sent on that day, before any processing — useful when you need to check whether a discrepancy came from the source data or from the sync.

Scroll down to the MIS sync data list and select a file to download it as a CSV. You can only see and download your own school's snapshots, and each download is recorded in the audit trail (these files contain pupil and staff MIS data).

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