We built Prospero to handle as much of your scheduling workflow as possible, but sometimes you need your data in a portable format. You can export your calendar data in any calendar layout.
🔍 Tip: List layout is generally the easiest layout to export from. In list, you can manually set the window of time you want to export, allowing you to capture exactly the range you need.
To start, navigate to any calendar layout and apply any filters you'd like to use. Click ... > Export to CSV.
Configuration
The first three options let you control what events are exported:
Starts - The first day of events in this export (inclusive)
Ends - The final day of events in this export (inclusive)
Filters - The filters to apply to events in this time window
Starts and Ends will default to the time visible in the calendar layout you just came from, but you can adjust them further here. Filters will use the filters you have applied in the calendar. If you want to adjust your filters, you'll have to exit this dialogue box, make your changes, and come back via ... > Export to CSV.
Columns
The remaining options let you control which columns are included in your CSV. Columns are formatted as follows:
Metadata
Event Data
Title
Start
End
Status - One of:
Tentative
Confirmed
Canceled
Flag - One of:
0 (no flag)
1 (flagged)
Draft - One of:
0 (not a draft)
1 (draft)
Details
Admin Notes
Related Data
Locations
Formatted as a semicolon-delimited list of location names, i.e., "Studio A;Studio B"
Projects
Formatted as a semicolon-delimited list of project names, i.e., "The Music Man;The Little Mermaid"
Groups
Formatted as a semicolon-delimited list of group names, i.e., "Principals;Ensemble"
People
Formatted as a semicolon-delimited list of legal people names, i.e., "Travis Frank;Matthew Meigs;Naomi Fleishour"
Collections
Formatted as a semicolon-delimited list of collection names, i.e., "Rehearsal Set;Production Tables"
Items
Formatted as a semicolon-delimited list of item counts and names, i.e., "8 Rehearsal Blocks;18 Chairs"
Tags
Formatted as a semicolon-delimited list of tag names, i.e., "Rehearsal;Actors"
Files
Formatted as a semicolon-delimited list of file names, i.e., "Rehearsal Report;Light Plot"
Example Row
The first event in your chosen time window that matches your chosen filters will be used to illustrate an example row in the exported CSV.
💡 All time data is exported in ISO 8601 format from the app, which is not compatible with Excel. To convert the data to an Excel date format, plug this formula into the start column in Excel.
=DATEVALUE(LEFT(A1,10)) + TIMEVALUE(MID(A1,12,8)) + IF("Z"=MID(A1,20,LEN(A1)-19),0,(INT(MID(A1,20,LEN(A1)-19)/100)*60+MOD(MID(A1,20,LEN(A1)-19),100))/1440)