How does the Data Exporter app work in Optix?

The Data Exporter app is a free add on to Optix that allows you to generate custom reports for Check-ins and Bookings. Exports are provided in .CSV format and can be opened in Microsoft Excel or Google Sheets. Data can also be imported in to analytics tools such as Tableau.

Using the Data Exporter helps you:

Monitor space utilization: Track bookings, check-ins, and plan activity
Simplify accounting: Export invoice and transaction data for reconciliation
Analyze member engagement: See how users consume allowances or resources
Build reports your way: Filter by date, location, and customize columns to your needs

How the Data Exporter works

The Data Exporter generates on-demand CSV exports based on filters and columns you select.

Exports are manually generated from the Optix dashboard
Each export type includes a specific dataset (for example, bookings vs check-ins)
Large exports may take a few minutes to generate

Once generated, the file is available for download directly from the dashboard.

How to install the Data Exporter app

Go to Apps & Integrations > App Directory in your admin dashboard
Scroll to find Data Exporter
Click Install
Once installed, you’ll see a Data Exporter tab in the left-hand menu

You’re now ready to generate your first report!

How to generate exports

Click Data Exporter from the left-hand menu
Choose the type of report you want to generate:
- Check-in report – see when and where users checked into your space
- Bookings report – review all bookings with details like start/end time, location, resource, and duration
- Forecasted charges report – export invoice items that are pending or expected to be billed
Select your filters (location, date range, etc.)
Choose which columns you’d like to include in your export
Click Download to generate your CSV file

Note: For large reports, generation may take a few minutes. The file will be available for download once ready.

How to use your exports

Exports are delivered in CSV format and can be opened in:

Excel – for quick sorting and filtering
Google Sheets – for sharing and team collaboration
Business Intelligence tools (e.g., Tableau, Power BI) – for advanced analytics

You can also combine data from multiple exports to build richer, cross-functional reports (e.g., Bookings + Invoices for revenue tracking).

How do I export my Users' booking allowance usage?

Optix enables you to export a report on your users' allowance usage on bookings so that you can better understand and track your users' booking and allowance usage history.

Click on Data Exporter from the left-hand menu
Click on Bookings report
Filter by the location and time frame of your interest
Select which columns you'd like to see on this allowance usage report. However, to see all the information on the allowance history select the following:
1. Unlimited allowance – shows whether a booking was covered by an unlimited allowance (TRUE or FALSE)
2. Allowance value – indicates how much allowance was used (e.g., 1.25)
3. Allowance type – specifies the unit of allowance consumed (e.g., Hours, $, or Uses)
Once you've selected all the columns of your interest, click Download

Note: To view current allowance balances or a full allowance audit history (e.g., when allowance was added, used, or expired), please refer directly to the Allowance history panel in the user or team profile.

FAQs

Can I export invoices, transactions, or payment data?

The Data Exporter currently supports Bookings, Check-ins, and Forecasted charges. For invoice or other exports, please refer here.

Can I schedule automatic exports?

Not at this time. All exports must be manually generated from the Optix dashboard. However, you can automate exports using the Optix API if you (or your technical team) are comfortable building a custom script or integration. With the API, ideally, you can automatically retrieve all the data you want in Optix Dashboard.

Why don’t I see the Data Exporter in my dashboard?

Make sure you have installed the app from Apps & Integrations.

Can I export allowance activity for all users?

You can export allowance usage per booking using the Bookings report.

For current balances or a full allowance audit trail, you can refer directly to the Allowance history panel in the user or team profile.

Troubleshooting

My export is missing some data

Check the following:

Date range includes the relevant bookings/check-ins
Correct location is selected (for multi-location orgs)
Column selection includes the fields you need
User/resource has not been deleted (deleted data cannot be exported)

The export takes too long or fails to generate

Large reports may require several minutes. If it fails:

Try a shorter date range
Export by location instead of “All locations”
Refresh the dashboard and try again
If the issue continues, email support@optixapp.com.

Allowance usage looks incorrect in my export

The export only shows allowance used per booking
Not all allowance changes are connected to bookings
For current balances or a full allowance audit trail, you can refer directly to the Allowance history panel in the user or team profile.

Data in my export doesn’t match what I see in invoices

Because:

Data Exporter reports bookings/check-ins, not invoices
Forecasted charges are pending and may change before invoicing
If you need invoice-specific data, please refer here.

Notes:

If you or someone on your team has a technical background and is familiar with APIs, you can use the Optix Developer Platform to build fully custom data exports. The API allows you to retrieve bookings, users, invoices, allowances, transactions, and more. (The Developer Platform is only available when subscribed to a Pro, Grow or Scale plan. For more detailed information, visit our pricing page.)

If you do not have an API setup or need help extracting a specific dataset, Our support team can help. Please send an email to support@optixapp.com outlining the information that you are looking for and we will do our best to accommodate your request.