Home Reports 5. CSV exports for spreadsheets

5. CSV exports for spreadsheets

Last updated on May 01, 2026

CSV (and XLS) exports are for moving BEHCA data into spreadsheets — pivot tables, custom calculations, payroll uploads, billing reconciliation. They're more flexible than PDFs but less readable for non-technical viewers.

Available exports

Export What it contains Where
Dashboard KPIs to XLS Summary KPI counts and trends by category Dashboard tab
Notes Audit Log to CSV Audit log entries (one per row) with all metadata Audit Log tab
Team Activity to XLS Staff leaderboard — entry counts by status Manage Dashboard (Manager-only)
MAR to XLS Medication administration detail MAR tab
Incident Reports to XLS IR summary — one row per IR with key fields Incident Reports tab
Hours Worked to CSV EVV hours by staff, profile, and date EVV / Account → Hours Worked

Exporting from the dashboard

  1. Open the Dashboard.

  2. Apply filters.

  3. Look for Export or a context menu (•••) near the top.

  4. Pick Export to XLS or Export to CSV.

  5. The file downloads.

Common uses

Payroll

Export EVV hours worked → import into your payroll system or use formulas to calculate pay periods.

Billing reconciliation

Export Incident Reports or MAR data → match against your billing system's records to confirm accuracy.

Custom analysis

Pull audit log into a spreadsheet → pivot tables by behavior type, time of day, day of week to find patterns BEHCA's standard charts don't show.

Regulator submissions

Some funders/regulators want spreadsheets in specific formats. Export from BEHCA → reshape in Excel → submit.

Reading a BEHCA CSV

CSV columns vary by export, but typically include:

  • Date / time (in the profile's timezone, usually ISO format).

  • Profile name and profile ID.

  • Logged-by (staff name).

  • Category and sub-category.

  • Details (description text).

  • Duration (where applicable).

  • Notes / comments (where applicable).

Open in Excel or Google Sheets — column headers in the first row.

Date and time formats

CSV dates and times are usually:

  • Date format — ISO 8601 (YYYY-MM-DD) or your profile's preferred format.

  • Time format — 24-hour or 12-hour depending on your profile.

  • Timezone — usually the profile's timezone, sometimes UTC. Check the column header.

If you're combining exports across profiles in different timezones, watch out — a "9pm" in one profile is a different absolute moment from "9pm" in another.

Excel / Google Sheets tips

  • Don't double-click to open if it has long IDs. Excel sometimes converts long numbers to scientific notation. Open via File → Open or import as text.

  • Use UTF-8 encoding if you see strange characters. BEHCA CSVs are UTF-8.

  • Pivot tables are your friend. A pivot of audit log data by category × staff name × date finds patterns fast.

Privacy reminder

CSV exports often contain identifying data (names, dates, descriptions of incidents). Treat them like any other sensitive document — encrypted storage, secure email, careful with cloud sync.

Limitations

  • No images, no videos. CSVs are text only. Photos in IRs are referenced by ID, not embedded.

  • No comments threading. Comments appear as their own rows with parent IDs you can join on.

  • No automatic formatting. Excel won't auto-format dates or apply your profile colors; everything is plain text.

Common questions

  • Is there a JSON / API export? — Not for end users. Developers can use the BEHCA Mobile API; talk to support.

  • Can I schedule recurring exports? — Not currently — each export is on-demand.

  • Can a Guest export? — Generally yes for views they have access to. Confirm with your Manager about your specific configuration.

  • My export is empty. — Check your filters. An over-narrow filter can return zero rows. Also check that the date range covers actual data.