Exporting Shoots Help
How To Export A CSV File of Shoots/Participants
You can export a CSV (Comma-Separated Values) file from Headshot Tools that contains all your shoots and their corresponding information. This file can be opened with any standard spreadsheet software like Excel, Google Sheets or Mac’s Numbers.To export your CSV File:
- Navigate to the job you want to export.
- Click the three vertical dots icon in the “Shoots” panel.
- Click “Export CSV”.
CSV Export Columns
Similar to the Job Inspector, the export CSV file will contain the following columns:| Column | Description |
|---|---|
| First Name | The first name of the shoot participant. |
| Last Name | The last name of the shoot participant. |
| The email of the shoot participant. | |
| File Prefix | The file prefix of the shoot participant. |
| Added Date | The GMT date and time the participant was added into Headshot Tools. |
| Booking Slot Date |
The scheduled date and time of the participant's booking, based on the job's timezone. This field will be blank if there is no booking. This field is only exported when scheduling is enabled and a slot is booked. |
| Double-Clicked Date | The GMT date and time the participant was last double-clicked in Headshot Tools. |
| Double-Clicked | A yes/no field that determines if the participant was double-clicked within Headshot Tools. |
| Emailed | A yes/no field that determines if the participant was ever emailed within Headshot Tools. |
| Viewed Gallery | A yes/no field that determines if the participant viewed their gallery within Headshot Tools. |
| Email Opt Out | A yes/no field that determines if the participant has chosen to no longer receive emails regarding this shoot’s gallery. |
| Hidden In Dashboard | A yes/no field that determines if the participant was hidden in the Headshot Tools Shooting Dashboard. |
| Heart Selections | A count of how many images this participant has hearted within their gallery. |
| Limited Download Choices | A count of how many images this participant has chosen for download within their gallery. This column is specific to the two below image download modes: Please Note: This column does not represent a participant performing a download. Only the act of choosing an image that a participant wanted to download. |
| Purchases | A count of how many distinct images this participant has purchased within their gallery. |
| Images | A count of how many images you uploaded for this participant's gallery. |
| Retouched Images | A count of how many retouched images you uploaded for this participant's gallery. These are files where the file names end with "-Retouched." See here for more on naming files. |
| Gallery Url | The URL of this participant’s gallery. |
| Booking Url |
The URL of this participant’s scheduled booking confirmation page. This field will be blank if there is no booking. This field is only exported when scheduling is enabled and a slot is booked. |
| Notes | Any photographer entered shoot notes from the shoot edit page. |
| Custom Fields… |
Any custom fields that have been added to the sign up form will be located at the ending columns of the file. This is where you can review the responses of your customized sign up form inputs. Learn more about customizing your sign up form here. |
How To Use This CSV File
There are a limitless number of ways this CSV file can be utilized. Below are just a few helpful and exciting ways it can be incorporated into your workflow:Lead Capture – You may be hired to work a convention where the event coordinator is hoping to build a lead list. At the end of the job, export the CSV file and send it to your point of contact. This will effectively be delivering them a lead list of all the people who utilized your headshot station.
Job Summary – Organizers love to see this level of detail. Provide them with this file at the end of your job and they’ll be wow-ed!
Selection Stragglers – If you’re having trouble with a few participants not making their selections, send this CSV file to your point of contact letting them know which participants have still not selected and they can either select for them or speak with those participants directly. We recommend attempting to solve the selection issue yourself before making it your point of contact’s problem. Use this approach as the last resort.
Custom Emails – Load this CSV file into an email marketing application like Mailchimp or MailerLite and you can create customized emails that utilize the “Gallery URL” or “Booking URL” fields to personalize and directly link participant galleries or bookings. If you’re going to utilize this approach, it may be required that you add an “Opt-In” check box on the sign up form asking your participant’s permission to additionally email them marketing messages.
Common Questions
How do I open this CSV file?
You can open a CSV file with spreadsheet software like Microsoft Excel, Mac’s Numbers, Google Sheets, OpenOffice and others. A CSV file is a very standard and common file so you should have no issues finding a compatible application or website.I can't find the "Export CSV" button
Make sure you're clicking on the "Shoots" panel's three vertical dots icons in the bottom right of the Job Detail page (the page with the QR code on it). You can see a video of how to access the CSV Export in the customizing your sign up form help page.Why is it called a CSV file?
Not to be confused with your favorite pharmacy, a CSV file is a “comma-separated values” file. This simply means that the inside of this file looks like this:
First Name,Last Name,Email
John,Smith,jsmith@myemail.com
Notice the commas separating each field's values.