> 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/instant-winners-export.md). # Instant Winners Export Export your instant win prize winners with prize, contact, address, bank and payment details, or create a Prize Fulfilment delivery list for a supplier. *** The Instant Winners export gives you a record of the customers who have won an [instant win prize](/drawing-winners/managing-instant-winners.md), as a spreadsheet (CSV file). Each row is one winning ticket and includes the prize, the competition, the winner's contact and address details, their bank details, and whether the prize has been paid. Use it to: * Work through a batch of cash prizes that still need paying. * Keep a record of every instant win for your accounts. * Check which prizes from a busy week or month are still outstanding. This page also covers the **Prize Fulfilment** export, a delivery list for prizes you send out yourself. See [Prize Fulfilment](#prize-fulfilment) below. *** ### How to Generate 1. In the **admin panel**, open **Analytics** from the left-hand menu. 2. Click the **Download Reports** button at the top of the page. This opens the **Downloads** page. 3. Click **Data Export**. 4. Choose **Instant Winners** from the menu. 5. Set your **Date Range** and **Payment Status** (see below). 6. Click **Submit**. You will see a **Download Started** message. The export is prepared in the background, and you will receive an email when it is ready. You can also stay on the **Downloads** page and click **Download** next to the export once its status shows as complete. In the list, it appears as **Instant Winners Export**. {% hint style="info" %} **Can't see the Download Reports button?** Contact Rafflex support and we will help you get access. If you are a staff member and cannot see **Analytics** in the menu at all, your account probably has the **Restrict Financials** restriction, which blocks Analytics and all downloads. The site owner can change this, as explained in [Staff Accounts and Access](/managing-your-site/customers/staff-accounts-and-access.md). {% endhint %} {% hint style="info" %} You can have up to 3 reports being prepared at once. If you see **Report Limit Reached**, wait for one to finish before starting another. {% endhint %} *** ### Filters #### Date Range Choose one of the ready made ranges: **Last 1 Day**, **Last 3 Days**, **Last 5 Days**, **Last 7 Days**, **Last 14 Days**, **Last 30 Days** (the default) or **Last 60 Days**. To pick your own dates, choose **Custom**. Two date boxes appear, **From Date** and **To Date**. For this export, a custom range can cover **up to 1 month**. For a longer period, run the export once for each month and combine the files. Winners are included based on the date the prize was **won**. {% hint style="warning" %} **Custom dates are limited to 1 month.** If you choose dates further apart, you will see a message saying the date range cannot exceed 1 month. The ready made **Last 60 Days** option is still available if you need a slightly longer look back. {% endhint %} #### Payment Status * **All** (the default). Every instant win in the date range. * **Paid**. Only wins that have been marked as paid. * **Unpaid**. Only wins still waiting to be paid. {% hint style="info" %} **Site credit and Winlink prizes are paid automatically.** They are marked as paid the moment they are won, so they only appear when you choose **All** or **Paid**. Choose **Unpaid** to see just the prizes you still need to deal with yourself. If you run [leaderboards](/additional-settings/leaderboards.md), prizes that only award leaderboard points are not marked as paid, so they can also show under **Unpaid**. {% endhint %} *** ### What's Included Each row represents one winning ticket. The most recent wins are at the top. | Column | What it shows | | ----------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- | | **Ticket Number** | The winning ticket number. | | **Prize** | The name of the instant win prize. | | **Product Title** | The competition the prize belongs to. | | **Payout Amount** | The amount of site credit the prize is worth. This is normally blank for prizes that are not paid as site credit. | | **Pays Into** | Shows **Site Credit** for site credit prizes, and is blank for other prizes. | | **Full Name** | The name the customer saved with their bank details on their **Payouts** page. If they have not saved any, the name on their account is used instead. | | **Email** | The customer's account email address. | | **Phone** | The phone number on the customer's profile. | | **Street**, **Town**, **County**, **Postcode**, **Country** | The address on the customer's profile. | | **Bank Sortcode** | The bank sort code from the customer's payout details. | | **Bank Account Number** | The bank account number from the customer's payout details. | | **IBAN** | The IBAN from the customer's payout details, if they entered one. | | **Paid** | **Yes** if the prize has been marked as paid, **No** if not. | | **Won At** | The date and time the prize was won. Marking a prize as paid does not change this. | {% hint style="warning" %} **Exporting does not mark anything as paid.** After you have sent the prizes, go to **Management**, then **Instant Winners**, and mark them as paid so they drop off your unpaid list. See [Managing Instant Winners](/drawing-winners/managing-instant-winners.md#how-to-mark-instant-winners-as-paid). {% endhint %} {% hint style="danger" %} **This file contains customer bank details and addresses.** Keep it somewhere secure, only share it with people who need it, and delete your copy when you have finished. You can also remove it from the **Downloads** page by clicking **Delete** next to the export. If you need to send a list to a prize supplier, use the [Prize Fulfilment](#prize-fulfilment) export instead, as it leaves out bank details. {% endhint %} {% hint style="info" %} **Sort codes or account numbers missing a leading 0?** Spreadsheet programs such as Excel often remove a 0 at the start of a number. If one looks a digit short, format that column as **Text** before opening the file, or check the details on the customer's account. {% endhint %} *** ## Prize Fulfilment The **Prize Fulfilment** export is a delivery list for the instant win prizes you send out yourself, such as physical prizes. It gives you each prize with the winner's name, address, phone number and email address, ready to pass to a supplier or courier, or to use for your own posting. When you open it, you will see this description at the top of the form: > A delivery list for a supplier: physical and other manually paid instant-win prizes with the winner's name, address, phone and email. Unpaid means not yet marked paid on Instant Winners. No bank details are included. ### What is included and what is not * Only prizes you **settle by hand** are included. Site credit prizes, leaderboard points prizes and Winlink prizes are left out, because they are delivered automatically the moment they are won. * Cash prizes that you pay by bank transfer are counted as settled by hand, so they appear too. Remove those rows, or use the **Competition** filter, before sending the file to a supplier. * **No bank details are included.** The file is designed to be shared outside your business. ### How to Generate a Prize Fulfilment Export 1. In the **admin panel**, open **Analytics** from the left-hand menu. 2. Click the **Download Reports** button at the top of the page. This opens the **Downloads** page. 3. Click **Data Export**. 4. Choose **Prize Fulfilment** from the menu. 5. Choose a **Status** and, if you want, a **Competition** (see below). 6. Click **Submit**. You will receive an email when the export is ready, and you can also download it from the **Downloads** page. In the list, it appears as **Prize Fulfilment Export**. ### Prize Fulfilment Filters There is **no date range** on this export. It lists every matching prize, however long ago it was won, because it is a list of what still needs delivering rather than a report on a period. * **Status** * **Unpaid** (the default). Prizes that have not yet been marked as paid on the **Instant Winners** page. This is the one to use for a delivery list. * **Paid**. Prizes already marked as paid. Handy as a record of what has been sent. * **All**. Every manually settled prize, paid or not. * **Competition**. Leave it on **All competitions** to include every competition, or pick one to get a list for just that competition. The menu shows your most recent competitions. Start typing a competition's title to search for an older one. ### Prize Fulfilment Columns Each row represents one prize won. The **oldest** wins are at the top, so the winners who have been waiting longest come first. | Column | What it shows | | ----------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------- | | **Prize** | The name of the instant win prize. | | **Competition** | The competition the prize belongs to. | | **Ticket Number** | The winning ticket number. | | **Winner Name** | The name the customer saved with their payout details, or the name on their account if they have not saved any. | | **Email** | The customer's account email address. | | **Phone** | The phone number on the customer's profile. | | **Street**, **Town**, **County**, **Postcode**, **Country** | The address on the customer's profile. | | **Won At** | The date and time the prize was won. | ### A simple fulfilment routine {% stepper %} {% step %} ### Export your unpaid prizes Create a **Prize Fulfilment** export with **Status** set to **Unpaid**. Pick a **Competition** if your supplier only handles one competition's prizes. {% endstep %} {% step %} ### Send the list to your supplier Check the file, remove any rows you are handling differently (such as cash prizes), and send it to your supplier or use it to post the prizes yourself. {% endstep %} {% step %} ### Mark the winners as paid Once the prizes are on their way, go to **Management**, then **Instant Winners**, and mark those winners as paid. They will then drop off your next **Unpaid** export, so nobody is sent a prize twice. See [Managing Instant Winners](/drawing-winners/managing-instant-winners.md). {% endstep %} {% endstepper %} {% hint style="warning" %} **Export first, then mark as paid.** If you mark winners as paid before you run the export, they will not be on your **Unpaid** list. If that happens, run the export again with **Status** set to **Paid** or **All** and find them by **Won At**. {% endhint %} {% hint style="info" %} **Want winners to get a "your prize has been paid" email?** Marking wins as paid in bulk from the **Instant Winners** list does not email the winner. To find out which actions send the email, see [Which Actions Email the Winner](/drawing-winners/managing-payouts/which-actions-email-the-winner.md). {% endhint %} {% hint style="danger" %} **The file still contains personal details.** Names, addresses, phone numbers and email addresses are personal data. Only share the file with suppliers you trust, send it securely, and ask them to delete it once the prizes have been delivered. {% endhint %} *** ### Related Pages {% content-ref url="/pages/Frx9AvROcbznuZAAjksI" %} [Managing Instant Winners](/drawing-winners/managing-instant-winners.md) {% endcontent-ref %} {% content-ref url="/pages/e5NlTBnNmA2ml2LSpyXy" %} [Draw Winners Export](/downloads-and-reports/downloads/draw-winners-export.md) {% endcontent-ref %}