Exporting the fees of the offers as an Excel spreadsheet

Ferienpass Elmsbrück wants to know, before registration starts, what its offers bring in as fees when fully booked. You create an export template once that writes title, places and fee of every offer into an Excel spreadsheet and works out the sum. For that you need about 20 minutes.

What you need

An account of the account type Admin with the role Super admin.
The season “Summer holidays 2027” with offers, among them the canoe trip.
Excel or another program that opens files in the XLSX format.

Step 1 – Create a template for the spreadsheet

An export template sets which columns the spreadsheet has. You create it once and use it for every season. For a spreadsheet you choose the type XLSX.

Select Settings > Exports.
Select New template and then XLSX.

The editor shows the template New XLSX template with the columns Title, Hosts and Date.

Reference · Export templatesEditor

Step 2 – Set name and file name

The name appears later in the season's export, so it states the purpose of the spreadsheet. The file name is the start of the name of the finished file.

Enter Fees when fully booked for Name.
Enter fees for File name of the export.

Next to the name in the header, Not saved appears until you save in step 5.

Step 3 – Add the columns for places and fee

Places and fee come from the offer, so both columns are offer fields. New columns are placed behind the selected column. So you select the last column first.

Select the column head C.
Select Column and then Offer field.
For Offer field, select the value max. participants.
Enter Places for Heading.
Select Column and then Offer field.
For Offer field, select the value Fee.
Enter Fee for Heading.

The spreadsheet now has the columns D with Places and E with Fee. The fee is in the format Euro.

Step 4 – Calculate the fees when fully booked

A calculation becomes a real formula in the Excel file and keeps calculating when somebody changes values there. The formula names the columns by their heading. You can reorder columns later without changing the formula.

Select Column and then Calculation.
Enter Fees when fully booked for Heading.
Make sure that Formula is selected.
Enter [Places] * [Fee] for Formula.
For Result row, select the value Sum.

Under In Excel the formula appears with the letters of columns D and E. In the table, column F shows the amount for each offer, and below it is a row with the sum.

Reference · Export templatesColumn

Step 5 – Offer the template and save it

A new template is a draft. Only with Offer in the export does it appear in a season's export.

Turn on Offer in the export.
Select Save.

The page reports ““Fees when fully booked” has been saved and is available in the export.”

Step 6 – Export the spreadsheet

The template does not belong to a season, so you export it in the tab Export of the season you want to evaluate. The preview shows the spreadsheet with the real offers before the file is created.

Open the season “Summer holidays 2027” and switch to the tab Export.
Under Format, in the section Own templates, select the entry Fees when fully booked.
In the Preview, check the headings and the row of the canoe trip.
Select Create export.
In the header, open the bell and switch to the tab Exports.
At the finished export, select the button with the file type.
Open the downloaded file in Excel.

The sheet Offers has six columns and one row per offer. For the canoe trip, the last column holds the result of places times fee, and below all offers is the sum.

What you have achieved

Elmsbrück has a spreadsheet that is created anew for every season with one export. The amounts in the file are formulas. If you change a place or a fee there, Excel adjusts the sum.

If your case is different

If an offer has several dates and every date is to get a row of its own, select the value Date for One row per in the editor.
If the spreadsheet is to contain answers from a questionnaire, such as the costs of a cost breakdown, select Questionnaire answer or Cost breakdown under Column: Export templates.
If you need a programme booklet instead of a spreadsheet, create a template of the type HTML → PDF or DOCX: Export templates.