Exporting Report Data - HRS Equestrian School Management System

The system provides Excel export capabilities across multiple report sections, allowing you to save data for offline analysis, sharing with stakeholders, and long-term record-keeping.

Available Exports

Three report sections offer Excel export:

Student Attendance

Detailed attendance by student

Instructor Performance

Workload and efficiency metrics

Horse Usage

Classes per horse with types

Export Process

The export process is consistent across all report types:

Navigate to Report Tab

Go to Reports section and select:

Alumnos for student data
Instructores for instructor data
Caballos for horse data

Set Date Range

Configure the analysis period at the top:

Start date (Fecha Inicio)
End date (Fecha Fin)

Click Export Button

Click the “Exportar” button with download icon (📅↓)

File Downloads

Excel file (.xlsx) downloads automatically to your browser’s download folder

Open File

Open in Microsoft Excel, LibreOffice Calc, Google Sheets, or compatible application

The export button only appears on tabs that support exporting (Students, Instructors, Horses).

File Naming Convention

All exported files follow a consistent naming pattern:

Reporte_[Type]_YYYY-MM-DD.xlsx

Examples:
Reporte_Asistencia_2026-03-04.xlsx    ← Student attendance
Reporte_Instructores_2026-03-04.xlsx  ← Instructor performance
Reporte_Caballos_2026-03-04.xlsx      ← Horse usage

Components:

Reporte: Fixed prefix
Type: Report category (Asistencia, Instructores, Caballos)
Date: Export date (YYYY-MM-DD format)
Extension: .xlsx (Excel 2007+ format)

The date in the filename is the export date, not the reporting period. The period is shown inside the file.

Student Attendance Export

Exported from the Alumnos tab.

File Contents

Headers
Data Rows
Formatting

Column Headers:

Alumno (Student name)
Total (Total classes)
Completadas (Completed)
Canceladas (Cancelled)
ACA (Absence with notice)
ASA (Absence without notice)
% Asistencia (Attendance %)

Sample Excel Output

┌───────────────┬───────┬─────────────┬────────────┬─────┬─────┬──────────────┐
│ Alumno        │ Total │ Completadas │ Canceladas │ ACA │ ASA │ % Asistencia │
├───────────────┼───────┼─────────────┼────────────┼─────┼─────┼──────────────┤
│ Maria Garcia  │  24   │     22      │     1      │  1  │  0  │    91.7%    │
│ Carlos Lopez  │  20   │     18      │     0      │  2  │  0  │    90.0%    │
│ Ana Rodriguez │  18   │     15      │     2      │  0  │  1  │    83.3%    │
└───────────────┴───────┴─────────────┴────────────┴─────┴─────┴──────────────┘

Use Cases

Parent-Teacher Conferences

Print individual student records:

Filter/highlight specific student in Excel
Print or email to parent
Discuss attendance patterns

Billing & Credits

Reconcile attendance with billing:

Compare classes taken vs plan
Calculate credits for facility cancellations
Determine makeup classes owed

Monthly Reports

Include in monthly management reports:

Attach to email
Print for board meetings
Archive for historical records

Instructor Performance Export

Exported from the Instructores tab.

File Contents

Headers
Data Rows
Formatting

Column Headers:

Instructor (Full name)
Total (Total classes)
Completadas (Completed)
Canceladas (Cancelled)
Eficiencia (Efficiency %)

Sample Excel Output

┌───────────────┬───────┬─────────────┬────────────┬────────────┐
│ Instructor    │ Total │ Completadas │ Canceladas │ Eficiencia │
├───────────────┼───────┼─────────────┼────────────┼────────────┤
│ Carlos Ruiz   │  73   │     65      │     8      │   89.0%   │
│ Ana Martinez  │  64   │     58      │     6      │   90.6%   │
│ Pedro Lopez   │  62   │     52      │    10      │   83.9%   │
└───────────────┴───────┴─────────────┴────────────┴────────────┘

Use Cases

Performance Reviews

Use in one-on-one meetings:

Print individual instructor data
Compare to team average
Set performance goals

Payroll Calculations

Performance-based compensation:

Classes completed basis
Efficiency bonuses
Fair distribution

Workload Planning

Balance assignments:

Identify overloaded instructors
Find capacity for new classes
Plan hiring needs

Horse Usage Export

Exported from the Caballos tab.

File Contents

Headers
Data Rows
Formatting

Column Headers:

Caballo (Horse name)
Tipo (Type: Escuela/Privado)
Cantidad (Class count)
Porcentaje (Usage %)

Sample Excel Output

┌──────────┬─────────┬──────────┬────────────┐
│ Caballo  │  Tipo    │ Cantidad │ Porcentaje │
├──────────┼─────────┼──────────┼────────────┤
│ Luna     │ Privado │    45    │   18.2%   │
│ Tornado  │ Escuela │    38    │   15.4%   │
│ Flash    │ Escuela │    35    │   14.2%   │
│ Sombra   │ Privado │    28    │   11.3%   │
└──────────┴─────────┴──────────┴────────────┘

Use Cases

Horse Welfare Tracking

Monitor workload:

Identify overworked horses
Ensure adequate rest
Plan veterinary schedules

Owner Reports

Share with private horse owners:

Document usage
Justify boarding fees
Transparent communication

Capacity Planning

Determine horse acquisition needs:

Current utilization
Growth projections
Budget planning

Excel File Features

All exported files include:

Professional Formatting

✅ Headers:

Bold text
Background color (light grey or theme color)
Centered alignment
Borders

✅ Data Cells:

Alternating row colors for readability
Proper number formatting
Percentage formatting where applicable
Auto-sized columns

✅ Layout:

Print-optimized
Frozen header row (where applicable)
Landscape orientation for wide tables

Compatibility

Exported files work with: ✅ Microsoft Excel (2010 and later) ✅ LibreOffice Calc ✅ Google Sheets (upload the file) ✅ Apple Numbers ✅ OpenOffice Calc

Colors and formatting are best preserved in Microsoft Excel.

Working with Exported Data

In Excel/LibreOffice

Open File

Double-click the downloaded .xlsx file

Review Data

Check that all expected data is present

Analyze

Use Excel features:

Sort columns
Add filters
Create pivot tables
Add formulas/calculations

Customize

Add your own columns or charts

Save/Share

Save changes or share the file

In Google Sheets

Go to Google Sheets

Visit sheets.google.com

Upload File

File > Open > Upload > Select file

Convert (Optional)

Google Sheets will import the Excel file

Edit & Share

Edit online and share with collaborators

Advanced Uses

Creating Pivot Tables

Use exported data to create pivot tables:

Student data: Analyze attendance by plan, month, or instructor
Instructor data: Compare performance across time periods
Horse data: Track usage trends by type or season

Building Dashboards

Combine multiple exports:

Export all three reports (Students, Instructors, Horses)
Create a master Excel workbook
Build charts and dashboards
Update monthly with new exports

Historical Analysis

Build a historical database:

Monthly Export

Export reports at the end of each month

Organize Files

Store in dated folders (e.g., “2026-03”)

Consolidate

Combine into a master spreadsheet

Analyze Trends

Create charts showing trends over time

Troubleshooting

Download Not Starting

If file doesn’t download:

Check browser popup blocker
Ensure sufficient disk space
Try different browser
Check download folder settings

File Won't Open

If Excel file won’t open:

Verify file extension (.xlsx)
Try opening in different app
Re-download the file
Check if file is corrupted

Formatting Lost

If colors/formatting missing:

Open in Microsoft Excel (best support)
Update your spreadsheet software
Check file downloaded completely

Wrong Data in Export

If data doesn’t match screen:

Verify date range before exporting
Check that filters weren’t applied
Refresh page and try again

Best Practices

Export regularly: Monthly or weekly for historical records
Organize files: Use dated folders for easy retrieval
Backup exports: Store in cloud or external drive
Document context: Add notes about special circumstances
Version control: Don’t overwrite previous exports
Share selectively: Be mindful of privacy when sharing

Student Management

Instructor Management

Horse Management

Class Scheduling

Calendar & Scheduling

Reports & Analytics

Financial Management

​Available Exports

Student Attendance

Instructor Performance

Horse Usage

​Export Process

​File Naming Convention

​Student Attendance Export

​File Contents

​Sample Excel Output

​Use Cases

​Instructor Performance Export

​File Contents

​Sample Excel Output

​Use Cases

​Horse Usage Export

​File Contents

​Sample Excel Output

​Use Cases

​Excel File Features

​Professional Formatting

​Compatibility

​Working with Exported Data

​In Excel/LibreOffice

​In Google Sheets

​Advanced Uses

​Creating Pivot Tables

​Building Dashboards

​Historical Analysis

​Troubleshooting

​Best Practices

​Privacy Considerations

​Related Features

Calendar Export

Student Reports

Instructor Reports

Horse Reports

Build docs developers (and LLMs) love

Available Exports

Export Process

File Naming Convention

Student Attendance Export

File Contents

Sample Excel Output

Use Cases

Instructor Performance Export

File Contents

Sample Excel Output

Use Cases

Horse Usage Export

File Contents

Sample Excel Output

Use Cases

Excel File Features

Professional Formatting

Compatibility

Working with Exported Data

In Excel/LibreOffice

In Google Sheets

Advanced Uses

Creating Pivot Tables

Building Dashboards

Historical Analysis

Troubleshooting

Best Practices

Privacy Considerations

Related Features