Export your member contacts

This guide shows you how to download your member database as a CSV file, select which columns to include, and re-download a recent export.

Who can do this: Admins with the contact-export permission. The Export button is absent if your role doesn’t include this permission.

Before you start

For a full-database export, you don’t need to set any filters first.
To export only a filtered set, apply your search or filters in the member list before starting the export.
To export only the members you’ve selected, use the checkboxes in the member list to make your selection before starting.

Steps

Export members

In the member list, select Export in the page header.
The export panel opens. Choose your Scope:
- All members — exports the entire database (this is the default when you open export without active filters).
- Current search results — exports only the members that match your current filters (this is pre-selected when you arrive from a filtered list).
- Selected members — exports only the members you checked in the list (this is pre-selected when you arrive with a selection active).
Under Columns, check the fields you want to include. The Core fields group lists Member ID, First name, Last name, Email, Phone, Status, Type and Created; First name, Last name, Email, Phone and Status are checked by default. The Custom fields group lists your organization’s custom fields, unchecked by default. Use Select all or None to quickly check or clear all columns.
- Only custom fields in categories your admin roles include are listed. Fields in other categories are hidden from you and can’t be exported.
- A sensitive custom field is listed only if your role includes the Export sensitive fields permission. It is marked “Sensitive — exported in full; the export is recorded in the audit log.” Select all never ticks it (and keeps it ticked if you already did); tick it yourself to include its values. An export that includes one is recorded in the audit log.
The export panel shows an estimate of how many rows will be included.
Select Export. You’ll see “Your export is being prepared. It appears in Export history when it’s ready — you can navigate away.” Every export is prepared in the background, whatever its size, and appears in Export history; nothing downloads straight away and no email or notification is sent.

Re-download a recent export

Select Export from the member list to open the export panel.
Scroll down to the Export history section.
Find the export you want and select Download. Exports are available for 24 hours.
If an export has expired (older than 24 hours), select Re-run on that row. (An export is never marked Failed in this version: one MapleGather can’t write stays In progress while it retries for about a day.) Re-run starts a new export straight away with the same columns, filter, format and archived setting as the original — the panel doesn’t open. You’ll see “Export re-run started with the same columns and settings. The new export appears in Export history when it’s ready — you can navigate away.” The original row stays as it was.

Include archived members

Before opening the export panel, turn on the Include archived toggle in the member list.
Open the export panel. A note at the top confirms that archived contacts are included and shows the row count breakdown (for example, “240 active + 18 archived = 258 rows”). An archived_at column is automatically added to the export.

Verify

You’ll know it worked when “Your export is being prepared. It appears in Export history when it’s ready — you can navigate away.” appears and the export is listed in Export history. When its status is Ready, select Download to save the file. MapleGather doesn’t email you.

If something goes wrong

The export shows Expired — the 24-hour download window has passed. Use Re-run on that row in Export history to start a new export with the same columns and settings.
“Can’t re-run this export: it includes the sensitive field “…”, and your role doesn’t include the “Export sensitive fields” permission.” — the original export included a sensitive field your role can no longer export. Nothing was started; a re-run never drops a column. Start a new export without that column, or ask an Org Owner for the permission.
“Can’t re-run this export: your role can no longer export the field “…”” — the original export includes columns your role can no longer export. The message names each one by its field name; a field in a category your role can no longer see is named only as “a custom field your role can no longer see”. Nothing was started. Start a new export without those columns.
“Can’t re-run this export: it is no longer expired or failed…” — the export’s status changed since the page loaded. Reload the page to see its current status.
“Could not start the export” — a temporary error occurred. Select Export again.
“Custom field list unavailable” — the list of custom fields couldn’t load. The export will include only core fields. Try refreshing the panel to load custom fields.
“Your export permission was revoked” — if a Download link appears greyed out or absent on a past export, your export permission may have changed since the export ran. Contact your org owner.
0 rows exported — your filters or scope may have excluded all members. The export still downloads (with just the header row). Check your scope selection or clear your filters.
Export button is disabled — you need to select at least one column (“Select at least one column to export.”). Check at least one column in the Columns section.
“Some columns are outside the field categories your role can see. Remove them and try again.” — the export asked for a custom field in a category your admin roles don’t include (for example, your role changed after you chose the columns). Nothing was exported. Reload the export page, review the columns and select Export again.
A custom field you expect isn’t in the Columns list — it’s in a field category your admin roles don’t include. Ask an Org Owner to add that category to your role if you need it.