You can export participant data directly from the Directory. When you run an export, the file downloads to your browser and the configuration is automatically saved to the Exports page for future re-use.
Steps
Go to the Directory tab in the Participants section.
Click the Actions button at the top of the directory table.
From the dropdown, select Export Participant Data.
The Export Participant Data drawer will open.
You can also start an export directly from the Exports page by clicking New Export in the top right corner. This opens the same export drawer described below.
Export Drawer Setup
Export Title (required) Enter a name for this export. The title must be unique within your research domain — no two exports can share the same name.
Export Description (optional) Add a description to help you and your team identify the purpose of this export later.
Base Settings Choose which member segments to include (more than one can be selected):
Subscribed members
Unsubscribed members
Purged members
One-time participants
File Format Select the format for your export file:
CSV — comma-separated values, compatible with Excel and most analysis tools
SPSS — for use in SPSS statistical software
Timezone Choose the timezone to which all dates in the export will be converted. Default is UTC, which matches the Community Health Dashboard for consistency.
Setting Up Automatic Refresh
If you need participant data regularly, you can set the export to refresh automatically on a schedule instead of running it manually each time.
Enable Automatic Refresh:
Check the Automatic refresh checkbox
Select a Refresh interval from the dropdown:
Daily — export refreshes every 24 hours
Weekly — export refreshes on a specific day each week (you'll select which day and frequency: every 1, 2, 3, or 4 weeks)
Monthly — export refreshes on a specific day each month (you'll select which day of the month)
How it works:
Your export will regenerate on the schedule you set, pulling the latest participant data
The export URL remains stable so you can rely on the same link
Each refresh uses the same configuration: member segments, file format, data points, and timezone
The refreshed data replaces the previous export file
Important: IP Whitelisting for Export URLs
When you enable automatic refresh, you receive an export URL that can be used by your integrations and applications to pull data. To access this URL, your IP address must be whitelisted.
To whitelist your IP:
Go to Settings in the top navigation
Select Platforms from the left sidebar
Open the Whitelisted Domains tab
Click the + button to add a new whitelisted domain
Enter your IP address (or IP range) in the Domain URL or IP Range field
Set the Purpose to Export download
Click Save
Once your IP is whitelisted, your integrations and internal apps can access the export URL. See Managing Whitelisted Domains in Rival for more details on IP whitelisting.
Managing automatic refresh:
To pause or stop automatic refresh, edit the export and uncheck Automatic refresh, then save
You can check when the export last refreshed by viewing the Last auto refresh column on the Exports page
To adjust data points, date ranges, or other settings for an auto-refreshed export, see the Managing Saved Participant Exports guide
Selecting Data Points
By default, all system and custom profile attributes are included. To customize your export, click Manage Dataset.
A dialog will open with three tabs:
Profile Attributes — your community's custom attributes (e.g., Age, Gender, HH_Income). Add or remove individual fields as needed.
System Attributes — platform-managed fields such as Participant_Id, EmailAddress, SubscribedAt, and SubscriptionEndedAt.
Participation Data — engagement metrics calculated from research and engagement chats only. These are not included by default and must be added manually. See the full list of participation data points and definitions below.
Once you've made your selections, click Save Data Set to confirm, then run the export.
What Happens After You Run an Export
The file downloads directly to your browser. At the same time, the export configuration is automatically saved to the Exports page, where you or a teammate can re-run it at any time without reconfiguring anything.
To learn more, see Managing Saved Participant Exports.
Available Participation Data Points
Data Point | Definition |
LastActiveDate | Most recent date a participant completed, OQ'd, or DQ'd a research or engagement chat |
LastInvitedDate | Most recent date a participant received an invitation for a research or engagement chat |
LastStartedDate | Most recent date a participant started a research or engagement chat |
LastCompletionDate | Most recent date a participant completed a research or engagement chat |
ChatsInvited | Total count of invitations delivered to a participant for research and engagement chats |
ChatsCompleted | Total count of completed research and engagement chats |
ChatsDQ | Total count of chats where the participant was Disqualified (DQ) |
ChatsOQ | Total count of chats where the participant was Over Quota (OQ) |
ChatsStartedOnly | Total count of chats started by a participant but with no interaction afterward |
ChatsIncomplete | Total count of chats where the participant interacted but did not complete, OQ, or DQ |
ResponseRate | Percentage of chats Completed + OQ + DQ out of all invitations sent |
EngagementStatus | Current engagement classification: New, Active, Inactive, or Not Engaged |
EngagementStatus definitions:
New — joined within the last 90 days
Active — not new; completed, DQ'd, or OQ'd at least one chat in the last 6 months
Inactive — not new; no completions, DQs, or OQs in the last 6 months
Not Engaged — not new; no chat invitations received in the last 6 months