> For the complete documentation index, see [llms.txt](https://docs.rafflex.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rafflex.io/downloads-and-reports/downloads.md). # Overview Create detailed CSV reports and data exports about your customers, sales, competitions, winners and finances. Reports are built in the background and you get an email as soon as each one is ready. *** The **Downloads** page is where you create detailed reports about your site and download them as CSV files. A CSV file is a simple spreadsheet file that opens in Excel, Google Sheets or Numbers. You can use these reports to find your best customers, see which competitions and categories sell best, check how your discount codes are performing, keep track of withdrawals, and get winner lists ready for prize delivery. Reports are built in the background, so you do not need to keep the page open while you wait. When a report is ready, it appears in your list on the Downloads page and you also receive an email. *** ### How to Open the Downloads Page There is no separate Downloads item in the left-hand menu. You reach it from your Analytics page. 1. Log in to your admin panel. 2. Click **Analytics** in the left-hand menu. 3. At the top of the Analytics page, click **Download Reports**. The **Downloads** page opens. At the top you will see two buttons, **Generate Report** and **Data Export**. Underneath is a list of the reports you have asked for. {% hint style="info" %} **Cannot see the Download Reports button?** If you do not see the Download Reports button on Analytics, contact Rafflex support. If you are a staff member and cannot see **Analytics** in the menu at all, your account probably has the **Restrict Financials** restriction. Staff with that restriction cannot open Analytics, the Downloads page or any of the reports. The site owner can change this, as explained in [Staff Accounts and Access](/managing-your-site/customers/staff-accounts-and-access.md). {% endhint %} *** ### Reports and Data Exports The two buttons at the top of the page each open a menu. | Button | What it is for | Options in the menu | | ------------------- | ----------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Generate Report** | Summaries and analysis of your customers, sales, products and finances. | **Customer Acquisition**, **Customer Value**, **New vs Returning**, **Inactive Customers**, **Orders**, **Payment Gateway**, **Sales**, **Category Performance**, **Product Performance**, **Coupon ROI**, **Customer Withdrawal Summary**, **Customer Withdrawals**, **Users**, **Wallet Credit Usage** | | **Data Export** | Lists of records you may need to act on, such as winners to contact or prizes to deliver. | **Behaviour Interventions**, **Draw Winners**, **Instant Winners**, **Prize Fulfilment** | The Generate Report menu is split into a few small groups separated by lines. The groups do not have headings on screen, and they do not always match the topic sections further down this page. If you cannot spot a report straight away, read through the whole menu and look for its name. *** ### How to Create a Report 1. Open the Downloads page (see the steps above). 2. Click **Generate Report** or **Data Export**, depending on what you need. 3. Click the name of the report you want. A small form opens with a short description of the report at the top. 4. Choose your **Date Range** and any other options the report offers. Each report's own page explains its options. 5. Click **Submit**. A green **Download Started** message appears, saying your download has been queued and that you will receive an email when it is ready. Your report now appears at the top of the list on the Downloads page. {% hint style="info" %} You can leave the page, carry on working in the admin panel, or log out. The report keeps building in the background. {% endhint %} *** ### Choosing a Date Range Most reports have a **Date Range** box. Click it and pick one of these options: * **Last 1 Day** * **Last 3 Days** * **Last 5 Days** * **Last 7 Days** * **Last 14 Days** * **Last 30 Days** (the default for most reports) * **Last 60 Days** * **Custom**, which lets you choose your own start and end dates When you choose **Custom**, two date boxes appear, **From Date** and **To Date**. Pick the first and last day you want to include. A few things to know: * You cannot choose a date in the future. * The **To Date** must be the same as, or after, the **From Date**. * For most reports a custom range can cover up to 3 months. If you pick a longer range, you will see a message telling you the date range is too long. A small number of exports allow a different length, and their pages say so. Some reports offer an extra option at the top of the list, **All Time**, which includes everything since your site started. On those reports, All Time is the default. A couple of reports have no date range at all. For example, **Inactive Customers** looks at how long it has been since each customer last bought, so it does not need one. {% hint style="success" %} **Need more than 3 months?** Run the report once for each period you need (for example one report per quarter), then copy the rows into one spreadsheet. {% endhint %} *** ### How Many Reports You Can Run at Once Each admin can have up to 3 reports waiting or building at the same time. If you try to start a fourth, you will see a **Report Limit Reached** message telling you how many reports you already have queued. Nothing is lost. Wait for one of your reports to finish, then try again. *** ### Your Downloads List The list on the Downloads page shows every report you have requested in the last 30 days, newest first. It updates by itself every few seconds while the page is open, so you do not need to refresh. If you have not created any reports yet, the list says **No downloads yet**. Use one of the two buttons at the top to start your first one. | Column | What it shows | | ------------- | ---------------------------------------------------------------------------------------------------- | | **Type** | The name of the report, for example **Customer Value Report**. | | **Requested** | The date and time you asked for the report. | | **Status** | Where the report is up to (see below). | | **Duration** | How long the report took to build, in seconds. This shows a dash until the report has finished. | | **Completed** | The date and time the report finished. It says **Not completed** while the report is still building. | The **Status** column shows one of these: * **pending**: your report is in the queue and will start shortly. * **processing**: your report is being built right now. * **complete**: your report is ready to download. * **failed**: something went wrong and the report could not be built. See [If a report fails](#if-a-report-fails) below. #### Downloading your file When a report shows **complete**, a green **Download** button appears on its row. Click it and the CSV file saves to your computer, usually in your Downloads folder. If you see a **File not found.** message instead, the file is no longer available. Create the report again to get a fresh copy. #### Deleting a report Click **Delete** on a row to remove that report and its file. A box asks you to confirm, because this permanently deletes the download and its file. Click **Delete** again to confirm. You can always create the report again later if you need it. {% hint style="info" %} **Your list is private to you.** Each admin only sees the reports they requested themselves. If a colleague creates a report, it will not appear in your list, and the email goes to them rather than to you. {% endhint %} *** ### The "Ready" Email When a report finishes, an email is sent to the email address on your admin account. It comes from your site's name and email address. * The subject reads **Your** followed by the name of the report and **is Ready**, for example **Your Customer Value Report is Ready**. * The email tells you how many rows the file contains and reminds you that it will be available for 30 days. * Click **View Downloads** in the email to go to the Downloads page. If you are not already logged in, log in first, then download the file from your list. You only get an email when a report finishes successfully. If a report fails, no email is sent, so check the Downloads page if you are waiting longer than expected. *** ### How Long Files Are Kept Reports are kept for **30 days** from the day you requested them. After that, the report and its file are deleted automatically and disappear from your list. If you want to keep a report for longer, download it and save it somewhere safe, such as your computer or a shared drive. {% hint style="warning" %} **Look after your files.** Many reports contain customers' names, email addresses, phone numbers and home addresses, and some withdrawal reports include banking details. Store downloaded files securely, only share them with people who need them, and delete copies you no longer need. {% endhint %} *** ### Opening Your CSV File * **Excel**: double-click the file, or open Excel and choose **File**, then **Open**. * **Google Sheets**: open a new sheet, click **File**, then **Import**, and upload the file. * **Numbers**: double-click the file, or drag it onto the Numbers icon. Most money columns are shown in pounds (for example £12.50). A few reports show plain numbers without the £ sign, and their pages say so. If a report has no matching data for the dates and options you chose, the file still downloads but only contains the column headings, and the email will say it contains 0 rows. *** ### If a Report Fails 1. Click **Delete** on the failed row to tidy up your list. 2. Create the report again. If you used a long date range, try a shorter one. 3. If it fails a second time, contact Rafflex support and tell us which report you were running and the options you chose. *** ### Which Report Should I Use? | I want to... | Use this | Where to find it | | -------------------------------------------------------- | ----------------------------------------------------------------------------------------------- | ---------------- | | Find my biggest spenders | [Customer Value](/downloads-and-reports/downloads/customer-value-report.md) | Generate Report | | Find customers who have stopped buying | [Inactive Customers](/downloads-and-reports/downloads/inactive-customers-report.md) | Generate Report | | See how many new customers I gain over time | [New vs Returning](/downloads-and-reports/downloads/new-vs-returning-customers.md) | Generate Report | | See which marketing links bring in sales | [Customer Acquisition](/downloads-and-reports/downloads/customer-acquisition-attribution.md) | Generate Report | | See every product sold, line by line | [Sales](/downloads-and-reports/downloads/sales-report.md) | Generate Report | | Get a full list of orders | [Orders](/downloads-and-reports/downloads/orders-export.md) | Generate Report | | Compare my payment methods | [Payment Gateway](/downloads-and-reports/downloads/payment-gateway-performance.md) | Generate Report | | See which competitions sell best | [Product Performance](/downloads-and-reports/downloads/product-performance-report.md) | Generate Report | | Compare my categories | [Category Performance](/downloads-and-reports/downloads/category-performance-report.md) | Generate Report | | Check whether my discount codes are worth it | [Coupon ROI](/downloads-and-reports/downloads/coupon-roi-analysis.md) | Generate Report | | See how customers use site credit | [Wallet Credit Usage](/downloads-and-reports/downloads/wallet-credit-usage.md) | Generate Report | | Get a list of registered customers | [Users](/downloads-and-reports/downloads/users-export.md) | Generate Report | | Review withdrawal requests | [Customer Withdrawals](/downloads-and-reports/downloads/customer-withdrawals.md) | Generate Report | | See withdrawal totals per customer | [Customer Withdrawal Summary](/downloads-and-reports/downloads/customer-withdrawal-summary.md) | Generate Report | | List instant win winners | [Instant Winners](/downloads-and-reports/downloads/instant-winners-export.md) | Data Export | | Send a prize delivery list to a supplier | [Prize Fulfilment](/downloads-and-reports/downloads/instant-winners-export.md#prize-fulfilment) | Data Export | | List main draw winners | [Draw Winners](/downloads-and-reports/downloads/draw-winners-export.md) | Data Export | | Review responsible play interventions shown to customers | [Behaviour Interventions](/downloads-and-reports/downloads/behaviour-interventions-export.md) | Data Export | *** ### Customer Insights {% content-ref url="/pages/MF9maOoiI3cbSMzcdm6O" %} [Customer Value Report](/downloads-and-reports/downloads/customer-value-report.md) {% endcontent-ref %} {% content-ref url="/pages/88xRsNIX5DIr3My4RxYg" %} [Inactive Customers Report](/downloads-and-reports/downloads/inactive-customers-report.md) {% endcontent-ref %} {% content-ref url="/pages/D0AxQZ00kcTt6eT4EnSd" %} [New vs Returning Customers](/downloads-and-reports/downloads/new-vs-returning-customers.md) {% endcontent-ref %} {% content-ref url="/pages/dJInV360gKqSr3n4t4Fh" %} [Customer Acquisition Attribution](/downloads-and-reports/downloads/customer-acquisition-attribution.md) {% endcontent-ref %} *** ### Revenue & Sales {% content-ref url="/pages/xPOQqj7ywtIxbJUUyiQV" %} [Sales Report](/downloads-and-reports/downloads/sales-report.md) {% endcontent-ref %} {% content-ref url="/pages/Z4TSzCF3FaXLpJBjx880" %} [Orders Export](/downloads-and-reports/downloads/orders-export.md) {% endcontent-ref %} {% content-ref url="/pages/Zep2mBeWhkUiMWrA81Xb" %} [Payment Gateway Performance](/downloads-and-reports/downloads/payment-gateway-performance.md) {% endcontent-ref %} *** ### Product Performance {% content-ref url="/pages/j0SwMBQYEoRMVoBeOfRI" %} [Product Performance Report](/downloads-and-reports/downloads/product-performance-report.md) {% endcontent-ref %} {% content-ref url="/pages/lhSfAFUI9nazXgA18ry3" %} [Category Performance Report](/downloads-and-reports/downloads/category-performance-report.md) {% endcontent-ref %} *** ### Marketing & Finance {% content-ref url="/pages/hWIjdpfW1TTp1RmRlQWh" %} [Coupon ROI Analysis](/downloads-and-reports/downloads/coupon-roi-analysis.md) {% endcontent-ref %} {% content-ref url="/pages/0RO8llEtntDVrrX28Mhv" %} [Wallet Credit Usage](/downloads-and-reports/downloads/wallet-credit-usage.md) {% endcontent-ref %} {% content-ref url="/pages/9da1pj8jEWEF5D3AsRKG" %} [Customer Withdrawals](/downloads-and-reports/downloads/customer-withdrawals.md) {% endcontent-ref %} {% content-ref url="/pages/7WczkuQPhpN7CQAQkOlG" %} [Customer Withdrawal Summary](/downloads-and-reports/downloads/customer-withdrawal-summary.md) {% endcontent-ref %} {% content-ref url="/pages/3hlA7F1iCs8A0qaUewU8" %} [Users Export](/downloads-and-reports/downloads/users-export.md) {% endcontent-ref %} *** ### Data Exports These are found under the **Data Export** button. {% content-ref url="/pages/aiDj9iEnAczaaOKz6qNU" %} [Instant Winners Export](/downloads-and-reports/downloads/instant-winners-export.md) {% endcontent-ref %} The **Prize Fulfilment** export, a delivery list of physical and other manually paid instant win prizes for your supplier, is explained on the Instant Winners Export page. [Read about the Prize Fulfilment export](/downloads-and-reports/downloads/instant-winners-export.md#prize-fulfilment). {% content-ref url="/pages/e5NlTBnNmA2ml2LSpyXy" %} [Draw Winners Export](/downloads-and-reports/downloads/draw-winners-export.md) {% endcontent-ref %} {% content-ref url="/pages/NDKn9qQH5Ubly1NnGsbc" %} [Behaviour Interventions Export](/downloads-and-reports/downloads/behaviour-interventions-export.md) {% endcontent-ref %}