Export birthdays

What is this?

With the function Export birthdays you download a list of all birthdays in your choir — as Excel (default) or CSV for spreadsheets and mail merge, or as PDF for printing. Useful for board meetings, newsletters or a personal reminder in your wallet.

Typical use cases:

• Prepare birthday cards
• Newsletter section "We congratulate in May"
• Board overview of upcoming birthdays
• Birthday calls by board or choir director
• Gift planning for special birthdays (e.g. 70s, 80s)

How to export

1. Open your choir and go to Members > Export birthdays.
2. Choose the period: next 30 days, current month, next quarter, whole year or custom range.
3. Choose the format: Excel, CSV or PDF (Excel is the default table; CSV for mail merge; PDF for print view).
4. Set filters (optional): only active members, only certain voices or roles.
5. Export. The file is downloaded immediately.

What the list contains

• First and last name
• Date of birth (DD.MM.YYYY)
• Day and month of the birthday (for ordering)
• Age in birthday year — for example "turns 60"
• Marker for milestone birthdays (50, 60, 70, 80, 90, ...)
• Voice and role (in CSV)
• Email and phone (optional, depending on permission)

Mind data protection

The birthday list contains personal data and should only be used internally:

• Do not share publicly on the website or in open WhatsApp groups
• Print copies should not be left lying around in the rehearsal room
• Digitally only forward to authorized board and choir director members
• GDPR compliance: members can mark their birthday as "do not show in choir" in their own profile — such birthdays do not appear in the export

Permission

You need the permission members.view to export birthdays. By default the choir director, board and all members with the standard members permission group have this access.

Tips

• Use the CSV export for mail merges in Word or LibreOffice — that way you print birthday cards for a whole quarter in minutes.
• Plan milestone birthdays with lead time: from 60 a special mention is common, from 70 often also a small gift from the choir.
• Re-export monthly — new members or corrections are then directly considered.
• Use a birthday widget on the dashboard if you do not want to export a list but only quickly look up — that saves clicks.