Note on who can do this: Only System Admins and Group Admins have access to the Export button. Examiner Level 3 users and below do not see this option in the portal. You can learn more about Roles and Permissions here.
Step 1: Go to the Children tab
From the main navigation, click on the Children tab. You'll see a toolbar in the upper right with several action buttons: Assess, Add Child, Import, Export, and others.
Click the Export button.
Step 2: Configure your export in the Export Data window
A modal window titled Export Data will appear with the following options:
Type of File
Choose between:
CSV — a plain text format compatible with most tools, including Excel, Google Sheets, and data analysis software.
XLSX — a native Excel format. Best if you plan to work with the file directly in Microsoft Excel.
Data Format
Choose between:
Long (Default) — each row represents a single assessment. If a child has been assessed multiple times, they will appear in multiple rows. This format is best for data analysis, filtering by date range, or importing into another system.
Wide — each row represents a single child, with all of their assessments spread across columns (labeled A1, A2, A3, etc.). This format is best for viewing a child's full assessment history side by side in one row.
Include Unassessed Children
Check this box if you want the export to include children who have been added to the portal but have not yet been assessed. Their row will appear in the file with child information but no assessment data.
Leave it unchecked to export only children who have at least one completed assessment.
Active Children Only
Check this box to limit the export to children currently marked as active in the portal.
Leave it unchecked to include all children, both active and inactive.
Specify a Date Range
Toggle this on if you want to limit your export to assessments completed within a specific date range. When enabled, start and end date fields will appear for you to fill in. Leave it off to export all assessments regardless of date.
Step 3: Initiate the export
Once you've configured your options, click Initiate Data Export.
The export runs in the background. When it's ready, you'll receive an email from Reflection Sciences (noreply@reflectionsciences.com) with the subject line "Export Data Complete."
Step 4: Download your file
Open the email and click the Download button to save the file to your computer.
Quick Reference: Which format should I use?
| Long (Default) | Wide |
Rows represent | One assessment per row | One child per row |
Best for | Data analysis, date filtering, system imports | Viewing full assessment history per child |
If a child has 5 assessments | 5 rows | 1 row with columns A1–A5 |