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Export Collections

Updated

This article covers the following topics:

 

 

How to export all Collections?

Use this export type to give an overview of all collections, their paid amounts, the number of payers, fees paid, if the collection is active or not, and, if applicable, the goal.

  1. Log in to the Crowded web platform
  2. Click on the Collections tab on the sidebar
  3. Click on the export symbol next to the search bar on the top bar of the dashboard 
  4. Your CSV file will download automatically.

 

What data is included in the Collection Dashboard export?

Field Name What It Contains
Collection Name The name of the Collection or Fundraiser
Created Date The date the Collection or Fundraiser was created
Requested Amount For Fixed Amount Collections: the amount each payer was asked to pay
Total Paid The total amount of money received by that Collection or Fundraiser across all payers and payments.
Payers The number of contributors to that Collection or Fundraiser
Goal For Fundraisers: the amount of money set as the fundraising goal 
Fees Paid by Org The total amount of fees that were charged to your organization across all payments to that Collection or Fundraiser
Fees Paid by Payers The total amount of fees that were charged across all payers to that Collection or Fundraiser
Status Status can be active and still accepting payments, or inactive and closed to new payments


 

How to export the data from a Collection or Fundraiser?

Use this export type when you want to export all payer data for one specific collection.

  1. Log in to the Crowded web platform
  2. Click on the Collections tab on the sidebar
  3. Find the collection you want to export.
  4. Click the three-dot menu (⋮) at the right end of the collection's row.
  5. Select Export from the dropdown menu.
  6. Your CSV file will download automatically.

If you want to export only certain payers — for example, only those who have paid —  click into collection first, apply a filter or select the relevant contacts, and click export from the bottom floating bar.

 

What is included in the individual Collection export?

Field Name What It Contains
Name The payer's full name as it appears on their Crowded profile.
Role If the payer is an admin or contact on the Crowded platform
Email The payer's email address. 
Phone Number The payer's phone number. 
Payments The number of individual payment transactions made by this payer. A value greater than 1 indicates a recurring payment
Paid The total amount the payer has submitted so far. Includes all payments made, even if the full amount hasn't been received yet.
Payment Date The date the payer paid the Collection or Fundraiser
Received The amount actually settled into your account after any processing fees. 
Status The current payment status for this payer: Paid, Not Paid, Failed, or Multi-payments (if they are paying on a recurring basis)



 

How to export filtered results of Collection data?

Use this when you want to export a filtered subset of payers of a collection.

  1. Log in to the Crowded web platform
  2. Click on the Collections tab on the sidebar
  3. Find the collection you want to export.
  4. Click the Filter button or the search bar to narrow down the payer list.
  5. Once you're happy with the results, click the export icon in the toolbar — it's next to the search icon.
  6. The CSV will download with exactly the rows you can currently see — filters applied.

 

How to export a contact’s Collections?

Use this when you want to understand what a contact has paid, or not paid, and to which collections

1.  Go to Contacts in the left navigation.

2.  Click on the contact's name to open their Contact page.

3.  Scroll to the Collect Requests section.

4.  Click the export icon in the Collect Requests toolbar.

5. Your CSV file will download automatically.

 

💡 Tip: This is especially useful for donor stewardship — you can pull a full giving history for any member to upload into a donor CRM or share with a development director.

What is included in the Contact Collection export?

Here is a table of all the information you can expect from an export of the Collection history of a specific contact. When you export from the Contacts page, the CSV includes one row per collection the contact has been part of:


 

Field Name What It Contains
Collection Name The name of the Collection or Fundraiser shared with them
Date Created The date that the Collection or Fundraiser was created
Requested Amount The set amount for payment for fixed amount Collections only
Paid Amount The total amount the payer has submitted so far. Includes all payments made, even if the full amount hasn't been received yet.
Received Amount The amount actually settled into your account after any processing fees. 
Payments The number of individual payment transactions made by this payer. A value greater than 1 indicates a recurring payment
Status The current payment status for this payer: Paid, Not Paid, Failed, Multi-payments (if they have paid multiple times manually), Refunded, or Ongoing  (if they are paying on a recurring basis)
Payment Date The date(s) the payer paid the Collection or Fundraiser


 

How to export all unpaid collections?

Use this export type to get all instances where a contact has not paid the collection shared with them.

  1. Log in to the Crowded web platform
  2. Click on the Collections tab on the sidebar, and navigate to the “Not Paid” tab
  3. Click on the export symbol next to the search bar on the top bar of the dashboard 
  4. Your CSV file will download automatically.

 

What file format does the export use?

All exports are CSV files (comma-separated values). This format is compatible with Excel, Google Sheets, Mailchimp, Bloomerang, HubSpot, and virtually every other platform that accepts data imports.


 

Who can export collection data?

Any admin or read-only user on your organization's Crowded account can export collections. 


 

Can I export collections on the Crowded mobile app?

No, the export function is available for the web platform only.


 

Can I add or rename columns before downloading?

Not directly in Crowded — the columns are fixed. However, you can rename columns after downloading by opening the CSV in Google Sheets or Excel. Some platforms (like Mailchimp) let you map incoming columns to existing fields during import, so renaming isn't always necessary.
 

Q  Why does the Paid amount differ from the Received amount?

Paid reflects what the payer submitted. Received reflects what has fully settled into your Crowded account after processing. The difference is usually due to:

  • Transactions still in processing (typically 1–3 business days)
  • Payment processing fees, if applicable to your plan
  • Refunds or reversals that reduced the settled amount

For financial reconciliation, use the Received column. For donor reporting, Paid is typically more appropriate.

 

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