--- title: "Reports and exports for volunteer planning: Excel and CSV" description: "Download the shift overview, critical shifts, volunteer list, attendance and answers to your sign-up fields. As Excel or CSV, in every plan." url: "https://helferplanung.app/en/features/reporting" language: "en" --- 1. [Features](https://helferplanung.app/en/features) 2. Reporting # Reports and exports for your volunteer planning. Download the shift plan, volunteer list and attendance of your event as Excel or CSV. In one click, always up to date. [Start for free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung) ## One shift plan, two views. The shift summary is an Excel file with one sheet per event day and a list of all shifts with contacts. Switch sheets below. Fully staffed Minimum reached Below minimum Filtered by start: 04.07.2026 - ### One sheet per event day Each volunteer is a bar with their name, on a 15-minute grid. The colour shows whether the shift is full, at its minimum or below it. - ### One row per volunteer The list names every volunteer of each shift with phone and email. Each row holds the whole shift, so you can filter and sort freely. - ### Answers as columns Each sign-up field becomes a column, named after the question in your catalogue. Multiple answers are separated by semicolons. [More about sign-up fields](https://helferplanung.app/en/features/sign-up-fields) ## See where volunteers are still missing. The critical shifts report lists every shift below its minimum, across all event days. With target, minimum and how many are still missing. - ### Gaps in red Missing volunteers and a minimum below 100% are marked red. So you see where to follow up. - ### Confirmed assignments only Only confirmed volunteers count. Pending sign-ups count once you approve them. - ### Sorted by start Shifts appear in time order, from the first to the last event day. [More about minimum and target](https://helferplanung.app/en/features/shift-planning) ## Export wherever you are. Reporting keeps all exports in one place. You also find most of them right next to the data. - ### Dashboard Above the list of critical shifts, as soon as you open the event. Critical shifts Export **kritische-schichten\_weidenmatt-open-air-2026.xlsx** Critical shifts report - ### Controlling In the timeline with the staffing of every shift. You get the whole shift summary. Export **schichten\_weidenmatt-open-air-2026.xlsx** Shift summary - ### Registered volunteers In the event’s list. The organisation’s “Volunteers” list exports everyone across all events. Export volunteers **helferliste\_weidenmatt-open-air-2026.xlsx** Volunteer list - ### Attendance On the day and afterwards, once attendance tracking is switched on. Export attendance **anwesenheit\_weidenmatt-open-air-2026.csv** Attendance list Only in Reporting: the count of answers to your sign-up fields. [More about sign-up fields](https://helferplanung.app/en/features/sign-up-fields) ## More about reports and exports. - ### Volunteer list with answers First name, last name, email, phone and number of shifts. Plus the answers to your sign-up fields, per-shift answers on a second sheet. [More about the volunteer list](https://helferplanung.app/en/features/volunteer-list) - ### Answers counted The count shows how often each answer was given, per question. So you know how many shirts to order in which size. [More about sign-up fields](https://helferplanung.app/en/features/sign-up-fields) - ### Attendance as CSV One row per assignment with status, check-in time and who checked the person in. In Reporting once attendance tracking is on. [More about volunteer check-in](https://helferplanung.app/en/features/volunteer-check-in) - ### Always up to date Each file is built from the app’s data when you click. Export again later and new sign-ups are included. - ### Opens in any spreadsheet Open the Excel files in Excel, Numbers or Google Sheets. The CSV file uses semicolons and keeps umlauts and accents intact. - ### In every plan All exports are included in the Free plan too. Export as often as you like. ## Part of one continuous workflow. Helferplanung takes you through four phases, from the rota to check-in at the event. 1. 01 ### Plan Areas, shifts, assignments [More on shift planning](https://helferplanung.app/en/features/shift-planning) 2. 02 ### Sign up Link or QR, no account [More on volunteer sign-up](https://helferplanung.app/en/features/volunteer-sign-up) 3. 03 ### Inform Email, WhatsApp, calendar [More on reminders](https://helferplanung.app/en/features/automatic-reminders) 4. 04 ### Run Check-in and reporting You are here - [Volunteer check-in](https://helferplanung.app/en/features/volunteer-check-in) - [Volunteer list](https://helferplanung.app/en/features/volunteer-list) - [Activity](https://helferplanung.app/en/features/activity) - [Staffing overview](https://helferplanung.app/en/features/staffing-overview) ## Questions about reports and exports Your question is not listed? Write to us and we will get back to you in person. [Ask a question](mailto:info@helferplanung.app?subject=Question%20about%20Helferplanung) **Which sign-ups are in the exports?** The shift summary, critical shifts report and attendance list count confirmed volunteers only. The volunteer list includes everyone who signed up and was not rejected, pending sign-ups too. So you also see who is still waiting for your approval. **How do shifts past midnight appear?** On the day sheet, the bar ends at midnight and continues on the next day’s sheet. The list shows start and end with the date, for example 04.07.2026 22:00 and 05.07.2026 02:00. **Can I look at just one area or one day?** The file always covers the whole event. In the list, every column has a filter: use it in Excel to pick an area, a task or a day. For the schedule there is already one sheet per event day. **How do I get the contacts of all volunteers in a shift?** In the list of the shift summary, each volunteer has their own row with phone and email. Filter by shift number and you have all contacts of that shift together. ## Your next event, without spreadsheet chaos. Set up in minutes. Your volunteers sign up via a link or QR code. For larger events, we are happy to walk you through everything in person. [Start for free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung)