Guide to User Exports

Do you need to pull a report of users from CampusESP? Our User Exports tool will help you run the report that you need. Using this tool, you can select the specific subset of users that you need and download the report in just a few minutes.

Here's how!

1. Visit our Users Page

You can visit the Users here: https://yourportalname.campusesp.com/admin/users. You can also navigate to this page by clicking on the Users tab on the left-hand side of the Admin area.

2. Click on User Exports and start a new report.

Then, click on "Start a new Report."

3. Choose what subsets of users you would like to export.

You should name your report, then you can choose which targeting criteria that you want to include 

You can export data based on:

• Community
• User Type
• Parent Promoter Score
• Activity Date
• Profile Field Value
• Organization 
• Funnel
• Funnel Stage
• Funnel Cohort
• Student Connection Status (FERPA)
• Account Conversion Status 
• Event Registration Status 
• Paid Membership Status 
• Email Confirmation Status 
• State 
• Country

Before we get into creating a user export! Let’s get into the “any/all” targeting functionality!

3A.) Include users that match any/all of the following criteria

To demonstrate dynamic targeting for user exports and how the number of estimated users changes depending on the criteria selected, we will first show an example of the “any” vs. “all" functionality.



If you select “Include users that match all of the following criteria:” then users must match all criteria in order to be included in the user export. If you select “Include users that match any of the following criteria:” then users are only required to match one of the criteria to be included in the export.

In our example, we will be creating a user export for users who match all the following criteria:

• Users belong in both the “Funnel Stage: Admitted” and “Admit Type - First Year” communities
• Users with a Parent Promoter Score (PPS) between 80-100
• Users who have not registered their account
  
  

By default, your user export will populate the “Community” targeting option. You can click the x to get rid of the community option to start with another targeting criteria.


In this example, we will be using the community criteria so we will select users in the “Funnel Stage: Admitted” and “Admit Type - First Year” communities to be included. Since I configured this criteria to include “members of all of these communities,” only users who are part of both communities will be included. We can see the number of estimated users changes from 0 to 700. 

You can also filter by user type within a specified Parent Promoter Score range. 

In this example, we’ve only selected users in the PPS range of 80-100.  The number of estimated users changes to 435.

You can include users in an export based on their account conversion status.

In this example, we’ve selected to include users who have not registered their accounts. The number of users now changes to 260.

Users that belong to both the “Funnel Stage: Admitted” and “Admit Type - First Year” communities, have a PPS between 80-100, and have unregistered accounts will be included. This feature is helpful in analyzing data from very specific populations in your portal. Now that we’ve shown you an example, let's dive deeper into each targeting criteria!

3B.) Targeting by Community

By default, your user export will populate the “Community” targeting option. You can click the x to get rid of the community option to start with another targeting criteria.

You can select your desired communities so that families in those communities are included in the export. In this example, I’ve selected “First Year Families'' and “Campus News” to be included.

If you select “Members of all of these communities” then users must be in all selected communities in order to be included in the export. If you select “Members of any of these communities” then users only have to be in one of the selected communities in order to be included.

Since this criteria is configured so that “Members of any of these communities,” users who belong to either “First Year Families” or “Campus News” will be included. 

3C.) Targeting by User Type

You can filter by user type within a user export. You can add users to this export depending on if they have an ”Admin” or “Parent” account. 

3D.) Targeting by Parent Promoter Score (PPS)

You can select a range of Parent Promoter Scores (a measure of how engaged families are based on account conversion, campaign clicks, email opens, etc.) to export families of different engagement levels. We recommend toggling the bar and checking the Estimated users to make sure you’re exporting a significant amount of people. In this example, we can see the estimated number of users changes depending on the range we select.

Families in the top quartile of PPS are 3x more likely to enroll in your institution.

NOTE: This example only applies to customers with the Student Enrollment module. 

3E.)  Targeting by Activity Date

You can include users in a user export based on their join date, last activity, and last login. 

In this example, we’ve selected to include users in the export based on their join date. You can now select Relative or Absolute Date. 

Relative Date: Select this option to include users within a selected time frame. In this case, we are including users who joined the portal within the last 90 days. 

Absolute Date: Select this option to include users within a specified date range. In this case, we are including users who joined the portal between 2/22/2023 and 3/22/2023. 

3F.) Targeting by Profile Field Value

The image below is an example of the different profile field values that can live on each user’s profile.

Using Profile Field Value, you’re able to include users in a user export based on the profile field values you set up in the portal. These profile field values are visible to admins on each user’s profile. 

In this example, we have profile field values of student first name, student last name, relationship to student, student id, fafsa, counselor assignment, etc. You can include users in an export based on any of these profile field values. 

Selecting the ‘counselor assignment’ profile value, we receive a drop-down menu. You can select one or more indicators. If you wanted to include counselor-specific information in your export, you could configure that here.

3G.) Targeting by Organization

You can include users in an export based on which organization(s) they belong to. 

You have the ability to use the “any” and “all” functionality. If you select “Members of all of these organizations” then users must be in each selected organization in order to be included in the export. If you select “Members of any of these organizations” then users only have to be in one of the selected organizations in order to be included.

You can select users who belong to the Current Families, Prospective Families, and University group (these may be labeled differently at your institution).


In this example, members who are a part of either the “Current Families” or “Prospective Families” organizations will be included in the export.



In this example, only members who are part of both communities will be included in the export.




NOTE: This example only applies to users who have both the Student Enrollment and Family Communication modules.

3H.) Targeting by Funnel Stage

You can include users in a user export based on the funnel stage(s) they are a part of. If you select “Members of all of these funnel stages,” then users must be in each selected funnel stage in order to be included in this export. If you select “Members of any of these funnel stages,” then users only have to be in one of the selected communities in order to be included.

You can send out funnel-stage specific information using this feature or send out communication that is relevant to users that belong in different funnel stages. In this example, we are including users who are a part of either the “Inquiry” or “Applicant” funnel stage.

NOTE: This example only applies to customers with the Student Enrollment module. 

3I.) Targeting by Funnel Cohort

You can create a user export based on the funnel cohort(s) users are a part of. If you want to include users in various cohorts, select the checkboxes. In this example, only users in the Fall 2023 cohort will be included..


NOTE: This example only applies to customers with the Student Enrollment module. 

3J.) Targeting by  Funnel

You can include users in a user export based on the enrollment funnel(s) they are a part of.  If you select “Members of all of these funnels,” then users must be in each selected funnel in order to be included in this export. If you select “Members of any of these funnels,” then users only have to be in one of the selected funnels in order to be included.

In this example, we only have one funnel, so selecting “Enrollment Funnel” will include everyone in a funnel stage.

NOTE: This example only applies to customers with the Student Enrollment module. 

3K.) Targeting by Student Connection Status

You can include users in a user export based on their student connection status. 

In this example, we are selecting users who are not connected to a student. This feature is helpful for tracking families that have not made a connection request!

NOTE: This example only applies to customers with the FERPA module.


3L.) Targeting by Account Conversion Status

You can include users in a user export based on account conversion status. Users who have registered their account are those that have completed the onboarding survey and created a password for their account. These users are generally more engaged than users who have not registered their accounts.

In this example, we’ve selected to include users who have an unregistered account.  

NOTE: For Student Enrollment Customers, targeting by conversion status is a great way to increase enrollment. Users who convert their account are 11x more likely to enroll in your institution!

3M.) Targeting by Event Registration Status

For customers who use events with registration, you have the ability to use the “any” and “all” functionality. If you select “Registered of all of these events,” then users must be in each event in order to be included in this export. If you select “Registered for any of these events,” then users only have to be in one of the selected events in order to be included.

In this example, users who belong in any of the following communities will be included in the export. 

3N.) Targeting by Paid Membership Status

You can include users in a user export based on their subscriptions to various memberships. Targeting criteria for each membership group includes whether users have an active paid membership, an inactive paid membership, or a membership expiring in a specified period of days.

In this example, we are including users who have a paid membership expiring in 30 days.

3O.) Targeting by Email Confirmation Status

You can include users in user exports based on whether users have confirmed or not confirmed their email addresses. In this example, we’ve selected users who have not confirmed their email addresses.

3P.) Targeting by State

You can include users in user exports based on the state that they are from. States will populate from information you send over in your files and information that families fill out on the onboarding survey. 

NOTE: Because this information is pulled from the files you send over and the information families select from the onboarding survey, you may have some states that are formatted differently. For example, Pennsylvania can appear as “PA,” “Pa,” “Pennsylvania,” or another format so make sure you are selecting all relevant indicators.

3Q.) Targeting by Country

You can include users in a user export based on the country that they are from. Countries will populate from the information you send in your files and information that families fill out on the onboarding survey. You can select as many countries as you’d like. 

NOTE: Because this information is pulled from the files you send over and the information families select from the onboarding survey, you may have some countries that are formatted differently. For example, the United States can appear as “US,” “United States,” “U.S.,” or another format so make sure you are selecting all relevant indicators. 

When you're ready, click "Next, Select Fields"

4. Select which fields you would like to export.

First, you can select what user information you want included. You can select any of the following:

• Custom Profile Fields: Custom fields, such as Student ID or Student Email, that were set up during implementation.
• User Roles: Includes one column for each role, with an indicator of which role each user has
• Engagement Stats: Opens, Clicks, Sends, etc. This will include basic email engagement stats.
• Cohort Membership: Includes columns for each cohort, with an indicator of which cohort each user belongs to
• Onboarding Form Details (Parents Only): Each parent’s onboarding form responses (Contact Information that they filled out upon initial sign-in).
• Last Login: The date of the user’s last login to the portal.
• Last IP Address: The IP address from which they last accessed the portal.
• User Role (Admins Only): Is the admin in the export a Content, FERPA, or Platform Admin?
• Membership Status: If you have membership turned on in CampusESP, this will include whether their membership is active or not.
• Family Group Membership: Includes one column for each top level organization, with an indicator of which organization each user belongs to (typically for a prospective/current parents setup or multi-campus setup)
• Student Connection Stats: Includes columns for number of active, pending, and queued student connections

If you want to include Community Membership details, you can. For example, if you want to know export columns to indicate if the parent is a member of the First-Generation Families community, you can choose “Include membership details for these communities,” and select First-Generation Families in the Select Communities box. If you choose “Include membership details for all communities,” the file will have a column for every community in the portal with a Yes/No Indicator of whether a user is in that community. 

NOTE: Including membership details for all communities is not recommended unless absolutely necessary. This will create a very large file that will take extra time to export. Whenever possible, please choose which communities, if any, you would like to export information on.

5. Map the column headers.

If you need your export to look a certain way, you can customize what the column headers/labels will say. This may help if you’re planning on importing your CampusESP data into another system, like your CRM.

On the column mapping page, you can:

• Rearrange the order of the columns by clicking and dragging the symbols on the left side of the screen.
• Rename the columns by typing in the Column Label section.

6. Export your report.

When you’re done choosing your settings, click “Done, Create Report!” to export your file.

Your export will run and you can then Download the File.

 

You can also revisit the User Exports page at https://yourportalname.campusesp.com/admin/user_exports to regenerate the file in the future. If you would like to regenerate the same file settings on a regular basis, you can just click Regenerate File and then Download the File whenever you need to.

7. Automate future exports on a regular basis using the same report template.

Visit the User Exports page to see reports that have previously been created and click on the report of which you would like to automate delivery. Click on the Automation tab for that report. 

From this page, you can choose a Daily, Weekly, or Monthly schedule for this report's automatic regeneration.

After you choose the frequency, you can choose more specific settings. For Weekly exports, you can select the day of the week that the report will re-run. For monthly reports, you can choose either the first or last day of each month. You can also select if you would like an email when the report is regenerated and ready for export. You can also export to other users over email as well (i.e. college administration or admissions counselors).

NOTE: In order to send an email to which you would like to send the report regularly, they must have an account in your portal.