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Keyhive Help

How to export checkouts to a spreadsheet

In short: From the Checkouts page in the web portal, click Export checkouts, choose which columns you want, and click Export. Keyhive builds the file in the background and drops a notification in the bell menu when it’s ready: download it as a .csv or an .xlsx (Excel) file.

When you’d do this: Any time you need your checkout records outside Keyhive, to share a list with someone who doesn’t use it, to work through outstanding keys in a spreadsheet, to keep a record for your own files, or just to sort and total things your own way.

Steps

  1. Go to the Checkouts page in the web portal, via the Checkouts link in the sidebar.

  2. You can filter the list first. The export gives you exactly what the list is currently showing, so anything you do to the list before you export carries through to the file:

    • Tabs. All, Checked out, Short term, Long term, Overdue, Returned and Closed. Pick the tab you want and only those checkouts are exported.
    • Search. Type an asset name, key set or person’s name to narrow to those.
    • Date filters. Checked out after / before and returned after / before, for pulling a particular week, month or quarter.

    If you want everything, stay on All with nothing filtered.

  3. Click Export checkouts at the top of the list.

  4. Choose your columns. A window opens listing everything that can go in the file: the asset and key set, who took the keys, when they went out, whether it was a long-term checkout, when it was due back, when and where it came back, and how the checkout ended. Untick anything you don’t need.

    The Columns window listing the available export columns with tick boxes

  5. Click Export. The window closes and Keyhive starts building the file in the background. You can carry on using Keyhive while it works, or even leave the page.

  6. Download the file from the bell. When it’s ready, the bell icon in the top bar gets a red badge. Click it and you’ll see Export completed, telling you how many rows were exported, with two links:

    • Download .csv. Opens in any spreadsheet program, and is the safe choice for feeding into another system.
    • Download .xlsx. An Excel file, tidier to read and print.

    Click whichever you need and the file saves to your computer.

    The notifications panel showing an "Export completed" message with Download .csv and Download .xlsx links

Good to know

  • One row per checkout, not per key set. If a key set has been out five times, you’ll get five rows. That’s the whole point: it’s a history, not a stock list.
  • Big lists take a little longer. The file is built in the background exactly so a large export doesn’t tie up your screen. If the notification hasn’t appeared yet, give it a moment. It’ll arrive on its own.
  • The notification waits for you. It stays in the bell menu until you clear it, so you can come back to the download later. Once you’ve cleared it, run the export again to get a fresh file.
  • Exporting changes nothing. It’s read-only: no checkout is altered, closed or marked in any way by exporting it.