Reports: Export Your Data
What it does and who it's for
Reports let you download your charity's data from GiveTap as CSV files. You can open them in Excel, Google Sheets or your CRM. You can run a report once, or schedule it so it's emailed to your team every day, week, month, quarter or year.
Who it's for: charity staff who use the GiveTap admin panel. Anyone on your team can run and download reports. Only admins can delete them (see Invite People to Join Your Admin Panel).
Go to Reports in the side menu. There's a tab for each report:
- Payments Reports: every payment you've received.
- Fundraiser & Ticket Reports: fundraiser sign-ups and ticket sales.
- Silent Auction Reports: bids and registrants. Only shown if silent auction is on your account.
- Gift Aid Reports: donations with Gift Aid. Only shown if your account uses pounds (£).
- Email Subscribers: everyone who opted in to your emails.
Run a report
- Go to Reports. You start on the Payments Reports tab.
- Click the tab for the report you want.
- To include only some campaigns, click Campaigns and pick them (see Choose which campaigns are in a report below). If you don't, the report covers all the campaigns you can see.
- Enter a Start Date and an End Date.
- Click Generate once.
- For most reports a Report Creation window opens. Tick the fields you want, then click Generate.
- Wait for the green message, for example "Successfully generated Donation CSV report". A new row appears at the top of the list.
- Click the report name to download the CSV.
The list shows when each report was made, the dates it covers and which campaigns it includes. You can show 5, 10 or 25 reports per page.
Choosing fields
In the Report Creation window, the Main Fields are already ticked. Untick any you don't need. Extra groups, such as Community, start unticked. Tick Select All next to a group to add all its fields.
Choose which campaigns are in a report
Every report has a Campaigns button. Its label shows what the report covers, for example All campaigns, 3 campaigns or 1 campaign group and 2 campaigns. Click it to open Campaigns in this report.
- Turn on All campaigns to include everything. The window says "The report covers every campaign you can see, including new ones."
- Or turn it off and tick what you want. The window says "The report covers only what is chosen below."
- Use the QR + Card Reader, Community and Silent Auction tabs to switch lists, or search by name. The Selected tab shows everything you've ticked, with the number in brackets.
- Tick a campaign group to include everything in it, now and as campaigns are added. Tick single campaigns for anything else.
If All campaigns is off and nothing is ticked, you'll see "Choose at least one campaign, or include all campaigns." Tick at least one campaign or group, or turn All campaigns back on.
This works the same way for scheduled reports (see Schedule a report below).
If your access is limited by an access group, you only see the campaigns you can access, so your reports only include those.
To set up groups, see Organising campaigns into campaign groups.
Payments report
What it shows: every payment in your chosen dates. It includes the date and time, campaign, amount, fees, net amount, VAT, payment method, Gift Aid details, your Charity Internal Reference, and email, phone and post opt-ins. It also includes the Payment ID and a link to the payment in Stripe or Square.
When to use it: matching payments to your bank, finding a Payment ID for a refund (see Refunding a Transaction), or checking opt-ins.
How: under Solutions, untick any you don't want: QR + Card Reader, Mobile App, Community or Silent Auction. They're all ticked to start with. Then follow Run a report above. For more detail, add the extra groups:
- QR/NFC & Mobile App Fields: which user, QR code or device took the payment.
- Community: donor and fundraiser names, page details, team, tickets and messages of support.
- Silent Auction: pledges, items and registrants.
If you don't use Stripe, the fee and net amount columns aren't included.
Fundraiser & Ticket report
What it shows: everyone who signed up as a fundraiser or bought a ticket. It includes their contact details, address, opt-ins, team, campaign, fundraising target, page name and link, and ticket name, reference and price.
When to use it: contacting fundraisers, chasing targets, or making a list of who's coming to an event. See Community fundraising and Selling tickets for an event.
How: follow Run a report. Any extra questions you asked at sign-up are in the Extra Fields group.
Silent Auction reports: Bids and Registrants
What they show: there are two reports, each with its own button at the top of the tab.
- Bids: every bid, with event name, item name, lot number, bid amount, bidder name and when the bid was made.
- Registrants: everyone who registered to bid, with their name, email, mobile number, payment provider and when they registered.
When to use them: after an auction closes, to contact winners and check who registered. See Silent Auction - Setting up an event.
How: click Bids or Registrants, then follow Run a report.
Gift Aid report
What it shows: only donations where the donor added Gift Aid. It includes the donation ID, date, campaign, amount, and the donor's first name, last name, address and postcode.
When to use it: before each Gift Aid claim to HMRC.
How: choose campaigns and dates, then click Generate once. There are no fields to choose. The report is created straight away.
Email Subscribers
What it shows: everyone who opted in to your emails. It includes the campaign, the date they subscribed, their email address and name, and whether they accepted your privacy policy and terms (with links to the versions they accepted).
When to use it: before adding supporters to your email tool.
How: click Download Email Subscribers CSV. There are no dates to set. If you only have access to some campaigns, you get only their subscribers.
Schedule a report
Scheduled reports are available on the Plus and Silent Auction Annual plans. A scheduled report runs by itself and emails each person on your list a secure download link. They don't need a GiveTap login.
- On the tab you want, click Schedule. Or click Scheduled reports at the top right, then + New schedule and choose the report type.
- Campaigns: turn on All campaigns or tick the campaigns and campaign groups to include. If you tick a group, campaigns added to it later are included in future runs.
- Period: choose Rolling window (for example the last 7 days) or Fixed start date going forward (everything from a date you pick, such as the start of your financial year).
- Fields: tick the fields you want. The Gift Aid report skips this step.
- When should it run?: choose a Frequency (Daily, Weekly, Monthly, Quarterly or Annually), the First run date and time, and the Timezone. Later runs happen on the same day and time. For example, a weekly report first run on a Tuesday at 9am runs every Tuesday at 9am.
- Who should receive it?: type an email address and press Enter. Add team members or anyone else.
- Link expiry: choose how long the download link works: 24 hours, 7 days or 30 days.
- Name: give the schedule a name, such as "Weekly payments - finance". Check the summary and save.
Manage your schedules
Click Scheduled reports to see them all. Each shows its frequency, recipients, last run and next run.
- Use the switch in Status to pause or restart a schedule.
- Click ⋮ to Edit, Duplicate, Run now, View delivery log or Delete.
- The delivery log shows each run and whether each person got the email.
- You can have up to 20 active schedules. To add more, pause or delete one first.
Delete reports
Admins can click Delete Report next to a report. On the Payments Reports tab you can also tick several reports and click Bulk delete. Deleting a report only removes the file from the list. It doesn't delete any of your data, and you can run the report again at any time.
Troubleshooting
- I can't see a tab: Silent Auction Reports only shows if silent auction is on your account. Gift Aid Reports only shows if your account uses pounds (£).
- Generate once is greyed out: enter both a Start Date and an End Date.
- "Choose at least one campaign, or include all campaigns.": open Campaigns and tick at least one campaign or group, or turn on All campaigns.
- A campaign is missing from the list: you only see campaigns your access allows. Ask an admin to check your access groups.
- I can't see Schedule or Scheduled reports: scheduled reports are available on the Plus and Silent Auction Annual plans.
- My report is empty: check the dates, the campaigns you picked and, for Payments, the Solutions tickboxes.
- I can't delete a report: only admins can delete reports.
- Someone didn't get a scheduled report: open View delivery log to check the email address. If the link has expired, click Run now to send a new one.
- Still stuck? Email support@givetap.co.uk.
You're done when…
- You see the green success message and a new report at the top of the list.
- Clicking the report name downloads a CSV with the fields you chose.
- Any schedule you set up shows in Scheduled reports with a Next run date.