Meister-Eder/openspec/changes/define-project-scope/content/export-formats.md

Data Export Formats

CSV Export

Filename Format

registrations_[YYYY-MM-DD].csv
registrations_[YYYY-MM-DD]_indoor.csv
registrations_[YYYY-MM-DD]_outdoor.csv

Column Structure

Column	Description	Example
registration_id	Unique identifier	REG-2024-001
submitted_at	Submission date/time	2024-09-15 14:30:00
channel	Registration channel	email / chat
child_name	Child's full name	Emma Müller
child_dob	Date of birth	2021-03-15
child_age_years	Age in years	3
child_age_months	Additional months	6
special_needs	Special needs/medical	Peanut allergy
playgroup_types	Selected types	indoor,outdoor
selected_days	Booked days	monday,wednesday
monthly_fee	Calculated fee	130
parent_name	Parent/guardian name	Maria Müller
parent_address	Street address	Sunnetalstrasse 12
parent_postal_code	Postal code	8117
parent_city	City	Fällanden
parent_phone	Phone number	+41 79 123 45 67
parent_email	Email address	maria@example.com
emergency_name	Emergency contact name	Hans Müller
emergency_phone	Emergency contact phone	+41 79 987 65 43

CSV Formatting Rules

• UTF-8 encoding (for German characters: ä, ö, ü, etc.)
• Comma-separated values
• Values with commas wrapped in quotes
• Header row included
• Date format: YYYY-MM-DD
• DateTime format: YYYY-MM-DD HH:MM:SS

---

JSON Export

Single Registration

{
  "registrationId": "REG-2024-001",
  "child": {
    "fullName": "Emma Müller",
    "dateOfBirth": "2021-03-15",
    "specialNeeds": "Peanut allergy"
  },
  "parentGuardian": {
    "fullName": "Maria Müller",
    "phone": "+41 79 123 45 67",
    "email": "maria@example.com"
  },
  "emergencyContact": {
    "fullName": "Hans Müller",
    "phone": "+41 79 987 65 43"
  },
  "booking": {
    "playgroupTypes": ["indoor"],
    "selectedDays": [
      {"day": "monday", "type": "indoor"},
      {"day": "wednesday", "type": "indoor"}
    ]
  },
  "metadata": {
    "submittedAt": "2024-09-15T14:30:00Z",
    "channel": "chat",
    "conversationId": "conv-abc123"
  }
}

Bulk Export (Array)

{
  "exportedAt": "2024-09-20T10:00:00Z",
  "totalRecords": 25,
  "filters": {
    "dateFrom": "2024-09-01",
    "dateTo": "2024-09-30",
    "playgroupType": null
  },
  "registrations": [
    { ... },
    { ... }
  ]
}

---

Export Use Cases

Use Case	Recommended Format
Import to Google Sheets	CSV
Backup/archive	JSON
Integration with other systems	JSON
Quick overview/printing	CSV
Data analysis	Either (CSV for Excel, JSON for scripts)

---

Admin Workflow Integration

Current Workflow (Google Forms)

1. Parent fills Google Form
2. Data appears in Google Sheet automatically
3. Admin receives email notification
4. Admin reviews in spreadsheet

New Workflow (AI Registration)

1. Parent converses with AI agent
2. Completed registration stored in system
3. Admin receives email notification (same as before)
4. Admin can:
   • View individual registrations in admin interface
   • Export to CSV for Google Sheets compatibility
   • Export to JSON for archival/backup

Maintaining Google Sheets Compatibility

For admins who prefer working in Google Sheets:

Option A: Manual Import

1. Export CSV from the system
2. Import into Google Sheets (File → Import)
3. Work with data as before

Option B: Direct Google Sheets Integration (Future)

• Automatic sync to a designated Google Sheet
• Requires Google API setup
• Note: This is a potential future enhancement, not initial release

Export Triggers

Trigger	Action
Admin clicks "Export"	Generate CSV/JSON download
Scheduled (optional)	Auto-generate weekly export
API request (optional)	Return JSON for integrations

Data Consistency

• Exports always reflect current stored data
• Registration IDs are consistent across exports
• Timestamps are consistent (UTC internally, local time in exports)

---

Filtering and Query Requirements

Export Filters

When exporting data, the admin should be able to filter by:

Filter	Options	Use Case
Date range	From/To dates	"Show September registrations"
Playgroup type	Indoor / Outdoor / Both	"Export only forest playgroup kids"
Booking day	Monday / Wednesday / Thursday	"Who's coming on Wednesdays?"
Channel	Email / Chat	"How many registered via chat?"

Query Examples

All registrations this month:

dateFrom: 2024-09-01
dateTo: 2024-09-30

Forest playgroup registrations:

playgroupType: outdoor

Monday attendees (both playgroups):

bookingDay: monday

Recent registrations via chat:

dateFrom: 2024-09-15
channel: chat

Combination Filters

Filters can be combined:

• "All outdoor registrations in September"
• "Monday indoor kids registered via email"

Sort Options

Sort by	Direction
Submission date	Newest first (default) / Oldest first
Child name	A-Z / Z-A
Playgroup type	Indoor first / Outdoor first

Default Export Behavior

If no filters specified:

• All registrations
• Sorted by submission date (newest first)
• All fields included