Export Parent & Family Data to CSV

Exporting parent and family contact information from Enrollio is simple and lets you download data for backups, analysis, or sharing with your team. Whether you need to create offline records, generate reports, or prepare data for external use, exporting to a CSV (Comma-Separated Values) file makes it easy.

This guide walks you through the entire export process, from selecting families to downloading your file.

What's New with Export Upgrade

The upgraded export system runs in the background on Enrollio's servers instead of tying up your browser. Your export job is queued, processed in parallel, and tracked in real time from the Bulk Actions dashboard.

Once complete, your file appears in Bulk Actions and stays available for 30 days. No more waiting on a frozen screen.

Key Benefits

  • Work Uninterrupted: Exports run in the background—you can keep working
  • Handles Large Data: Export thousands of family records without failures
  • Real-time Tracking: Monitor progress on the Bulk Actions page
  • Automatic Alerts: Get notified when your file is ready
  • 30-Day Storage: Download anytime within 30 days
  • Admin Security: Only admins can download exported files

Why Export Family Data

Childcare centers export parent and family data for many reasons:

  • Data Backup: Keep offline copies of your enrollment records
  • Reporting & Analytics: Analyze enrollment trends and family demographics
  • Team Collaboration: Share family lists with staff or partners
  • Marketing Campaigns: Create targeted outreach lists for events or communications
  • Record Keeping: Maintain compliance documentation

Before You Start

What's Included

Your exported CSV file contains details like names, email addresses, phone numbers, tags, and any custom fields you've selected. You can open the file in Excel, Google Sheets, or any spreadsheet software.

Important Limitations

  • Notes longer than 255 characters will be truncated
  • Automation history (past text messages, emails) is not included
  • Only Admin users can export data. If you don't see the export option, check your user role or contact your center's admin

How to Export Family Data

Step 1: Navigate to Contacts

Go to Contacts from your Enrollio dashboard. Click on Smart Lists to view your saved lists or all families.

[SCREENSHOT: Contacts page with Smart Lists tab highlighted]

Step 2: Select Families for Export

Use the Advanced Filters to narrow your selection (by tags, enrollment status, tour dates, etc.).

Then either:

  • Check boxes next to specific families you want to export, or
  • Click the checkbox at the top of the list and click Select All Contacts to export everyone

[SCREENSHOT: Contact list with filter options and checkboxes visible, highlighting Select All]

Step 3: Customize Fields (Optional)

Pro Tip: Your CSV will only include columns currently visible in your Contacts table. If a field is missing in your export, go back and adjust your column settings first.

Click the Manage Fields button to customize which columns appear in your export.

Check or uncheck boxes to include or exclude specific data fields. Common fields include:

  • Parent names
  • Phone numbers
  • Email addresses
  • Tags
  • Child information
  • Enrollment status
  • Custom fields

Your selected columns will be reflected in the exported CSV file.

[SCREENSHOT: Manage Fields modal showing column options with checkboxes]

Step 4: Start the Export

After selecting your families and fields, click More in the top toolbar.

Then click Export.

Alternatively, click the three dots beside the + Add Contact button and select Export.

Confirm your selection in the export modal and click Export.

[SCREENSHOT: Export confirmation modal with Export button]

You'll see a success message confirming the export has started. Click Check Progress to view status in Bulk Actions, or simply dismiss and keep working.

The export runs in the background—you can continue using Enrollio normally. You'll receive a notification when your file is ready.

Step 5: Download Your File

Go to Contacts → Bulk Actions.

Find your export in the list. You'll see:

  • Operation: Export
  • Status: Complete
  • File name: (e.g., Export_Contacts_All_Jan_2025.csv)

Click the Download icon (down arrow) to save the file to your computer.

[SCREENSHOT: Bulk Actions page showing completed export with download button highlighted]

Important: Download links expire after 30 days. Make sure to save your file within that timeframe.

Frequently Asked Questions

Where is the file saved?

The file downloads to your computer's default download location (usually your Downloads folder).

Can I choose which fields to export?

Yes. Use the Manage Fields button before exporting to customize which columns appear in your CSV. Only visible columns will be exported.

What happens if a note is too long?

Only the most recent note is included, and it's limited to 255 characters. Longer notes will be truncated.

Can I export families from multiple client accounts at once?

No, you must export data separately for each client account. However, you can combine the resulting CSV files in a spreadsheet application afterward.

Can I schedule automatic exports?

Automatic scheduled exports are not currently available. You'll need to initiate each export manually.

Who can download exported files?

Only admins can download completed exports from the Bulk Actions page. This ensures data security and compliance.

How long are files available?

Export files remain available for 30 days. After that, the download option is disabled and you'll need to generate a new export.

How do I import this CSV into another system?

Most platforms accept CSV imports. Follow your target platform's import instructions, which typically involve mapping columns from the CSV to corresponding fields in the new system.

Related Articles

  • Getting Started - Add New Family
  • Bulk Importing Families via CSV
  • Getting Started with Smart Lists
  • Managing and Merging Duplicate Records
  • Adding Tags to Multiple Families