Church Admin Plugin

Export Service Schedule PDF

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The CSV Schedule Export downloads the rota for a selected service and date range as a spreadsheet. Useful for analysing serving patterns, sharing the rota with someone outside the system, archiving historical rota data, or importing into another application.

Go to Church Admin → Schedule → CSV schedule export.

Generating the export

Select service

Choose which service to export from the dropdown. Regular services are shown with their name, day, and time — for example Sunday Morning on Sunday at 10:30. Ad hoc services are shown by name only. The export covers only the selected service — run it separately for each service if you need multiple services exported.

Earliest date and latest date

Set the date range for the export using the date pickers. Only rota entries with a service date falling within this range are included. You can export historical data going back up to ten years, as well as future rota entries — useful for exporting a rota you have already built several months ahead.

Downloading

Click Download CSV. The file is generated immediately and your browser downloads it. Open it in Excel, Google Sheets, or any spreadsheet application.

What the CSV contains

Each row in the CSV represents one rota slot — one job on one service date. The columns are:

  • Date — the service date
  • Service — the service name
  • Job — the schedule job name
  • Entry — the name or text entered in that slot
  • People ID — the Church Admin directory ID of the person assigned, if the slot is linked to a directory record

Empty slots — dates where a job has no entry — are not included in the export. Only filled rota entries appear.

Common uses

  • Edit and reimport — export the existing rota, make changes in a spreadsheet, and reimport using the Import Schedule CSV screen. The people_id and service_id columns in the export map directly to the fields the import expects, making this a reliable round-trip workflow. See Import schedule CSV.
  • Serving frequency analysis — export a year’s worth of rota data and use spreadsheet formulas to count how often each volunteer has served, identify anyone who has been over- or under-rostered, and review whether the load is fairly distributed.
  • Archiving — export a completed year’s rota as a permanent record outside the Church Admin database.
  • Sharing with a rota coordinator — if someone outside your admin team manages the rota in a spreadsheet, export the current rota for them to work from and reimport when they’ve made changes.

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