Filter, Export, and Use Your Sheet

Find the rows you need, understand totals and selection, open source records, and review message recipients.

Once your sheet has rows, use its controls to focus on the work you need to do. Start in Tools → Sheets and open your saved sheet.

Search, filter, and sort

Use Search this sheet to narrow the visible rows. Open a column’s menu for sorting and filters. Text filters include Contains, Equals, Is empty, and Is not empty; use the options available for the selected column type.

For a client follow-up sheet, you might filter your custom Status column to Not started, then sort by a target date. Clearing the filter brings the other rows back; filtering does not remove them from the sheet.

If you see no matching rows, clear the search and check active filters before assuming records are missing. Use column visibility controls when you want a simpler view without deleting columns.

Read the Totals row

The footer sums numeric columns and counts other columns. Totals reflect the current filtered view, so narrowing the rows can change the figures. Check the active filters before using a total in a report.

In this example sheet, the text column shows Count 1 and the Number column shows Sum 12.5.

A count is not automatically a count of unique athletes or families. A sum is not automatically profit, revenue, or a currency conversion. Use the source and column meaning to interpret the result; review payment records in Payments when reconciling money.

Select the right rows

Select individual rows using their checkboxes. Review the selected count before using a bulk action. If you choose Select all matches, check that you intend to include all matching rows rather than only the rows currently visible.

The selection bar can offer Message, Export selected, Remove, and Clear. Available actions depend on the sheet and source. Clear the selection when you finish so your next action starts with the intended audience.

Open the original record

For a connected row, use its menu and choose Open in CoachIQ. Make changes in the original area, then refresh your sheet to check the current values. A manual row has no source record to open.

Message selected rows

1. Select the rows relevant to your message.
2. Choose Message.
3. Review the recipient list, unique-recipient counts, guardian handling, and any ineligible or missing contacts.
4. Continue to Inbox to compose and send the message.

Selecting sheet rows does not send anything. A selected row is not necessarily one reachable recipient: an athlete may have guardian contacts, and some records may have no eligible contact. Review the actual audience before sending.

Use the existing Inbox guidance for delivery channels and messaging credits for metered usage.

Export your work

Use Export current view in the sheet’s actions menu, or Export selected for a selection. Check filters and selected counts first. The export downloads directly; it is a snapshot, not a continuing connection to CoachIQ.

Remove rows or delete a sheet

Read the confirmation for Remove before continuing. Removing a linked row from the sheet is different from deleting its underlying CoachIQ record. Deleting the sheet removes the sheet and its custom information, while source records remain in CoachIQ.

If the goal is only to stop live updates, use Unlink live data instead.

A useful first workflow

Use a follow-up sheet to keep live client information beside your team’s working notes. The screenshots below use two staff records in a CoachIQ test workspace; the statuses are examples, not actual client follow-up activity.

1. Connect a focused People list

   Create a sheet, choose Connect CoachIQ data → People, then choose Choose records for a fixed list whose values stay live. Use All matching records instead when you want new matching records to join on refresh.

   

   Choose records keeps this example to two test profiles while retaining live source values.

2. Add your follow-up fields

   Add a Single select column named Follow-up status, with Not started, In progress, and Done as separate options. Add a Text column named Next step. Double-click a custom cell, enter its value, and choose Save.

   

   Custom columns hold your working information beside the read-only live records.

   Use Hide column for contact fields you do not need in this view. Hiding a column does not remove the source contact details.

   

   The populated example combines live People records with saved status and next-step fields.

3. Filter and select the work that needs attention

   Open Follow-up status → Filter column, choose Equals, and enter Not started. Apply the filter, then select the intended rows. Check both the filter chip and selected count.

   

   The filter narrows the example to one row; the selection bar offers Message and Export selected.

4. Review the audience before composing

   Choose Message → Review recipients. Check the unique recipients, added guardians, and missing contact counts. Only continue to Inbox when that audience matches your intent. The review has a validity window, and eligibility is checked again when sending.

   

   This test selection resolves to one recipient and no added guardians. Reviewing recipients has not sent a message.

5. Export or complete the follow-up

   Choose Export selected for the selected rows, or use Export current view from the sheet actions menu for the filtered view. After completing a follow-up, update its custom status and next step. Clear the selection before starting a different task.