Welcome
This guide will walk you through how to export data from mCare into Microsoft Excel. You do not need any technical knowledge, just follow the steps and you will have your data ready to work with.
There are two types of data you can export:
• Report data - pull any report you can already see in mCare into Excel (e.g. Care Notes, Activities)
• Organisational data - export a full list of your current service users or care plans
Tip: Before you start, make sure you have your mCare username and password to hand. You will need them to connect Excel to your data.
Part 1: Exporting a Report into Excel Follow these steps to export any mCare report (such as Care Notes) into Excel.
Step 1: Log into Monitor and run your report
Open your web browser and log into your mCare account. Go to Reports, Charts, Process or Analysis and open the report you want to export.
In this example we will use the Care Notes Report - but the same steps work for any report with a yellow filter bar at the top.
Enter your filter criteria (date range, service user, etc.) in the yellow bar and click Refresh.
Step 2: Copy the API link
Once the report has refreshed, look for the API button in the top-right corner of the report. Click the API button. A message will appear confirming the link has been copied to your clipboard. Click OK to dismiss the message. The link is now ready to paste - do not copy anything else at this point.
Tip: You are responsible for keeping the data you extract secure. Do not share the link or the exported data with anyone who should not have access to it.
Step 3: Open Excel and create a new workbook
Open Microsoft Excel. Create a new blank workbook. Click the Data tab in the ribbon at the top of the screen.
Step 4: Connect Excel to your data
In the Get & Transform Data section, click From Web.
A small dialog box will appear asking for a URL. Click inside the URL box and paste the link you copied in Step 2 (use Ctrl+V or right-click and Paste).
Click OK.
Excel will begin connecting to MCM — this may take a few seconds.
If you see an error message Don't worry - this just means Excel needs your login details.
Follow these steps to enter them:
1. Click Cancel on the error message.
2. Click the Data tab in the ribbon.
3. Click Get Data, then Data Source Settings.
4. Click Global Permissions.
5. Click the entry for care.personcentredsoftware.com to select it.
6. Click Edit Permissions, then click Edit.
7. On the left menu, click Basic.
8. Enter your MCM username and password, then click Save.
9. Click OK, then Close.
10. Now go back to Step 4 and try again.
Step 5: Format the data in Power Query Editor
Once Excel connects successfully, the Power Query Editor window will open.
Click the Transform tab in the ribbon.
Click To Table.
In the dialog that appears, do not change anything — just click OK. You will see the data change from 'List' to 'Record'.
In the top-right of the column header, click the opposing arrows icon (it looks like two arrows pointing away from each other).
Do not change anything in the next screen — click OK.
Repeat this process for every column that still shows the opposing arrows icon.
Scroll right to find them all.
Once all columns have been expanded, click Close & Load in the top-left corner.
Tip: Take your time expanding the columns — you need to expand every single one before loading. If you miss any, the data will not display correctly. Your data will now load into your Excel workbook as a table, ready for you to sort, filter, and use in your reports.
Part 2: Exporting Service User or Care Plan Data
As well as reports, you can export two additional types of organisational data directly from mCare into Excel. These are useful for creating flexible reports and overviews.
What you want to export
Link to use
Current service users (including contacts)
https://care.personcentredsoftware.com/mcm/api/v1/basicauth/organisationapi/Get/currentserviceusersdetailsexport
https://care.personcentredsoftware.com/mcm/api/v1/[APIKey]/organisationapi/Get/currentserviceusersdetailsexport
Current service users care plans
https://care.personcentredsoftware.com/mcm/api/v1/basicauth/organisationapi/Get/currentserviceuserscareplanningexport
https://care.personcentredsoftware.com/mcm/api/v1/[APIKey]/organisationapi/Get/currentserviceuserscareplanningexport
To use either of these, follow the same steps as Part 1 — but instead of copying the link from the API button in a report, copy and paste the relevant link from the table above directly into the From Web URL box in Excel (Step 4). Then continue from Step 5 to format and load your data.
Tip: These exports return data for all service users your login has access to. If you only want data for one location, contact your system administrator who can filter by community.
Troubleshooting
Problem What to do
I see an authentication error
Enter your mCare username and password via Data > Get Data > Data Source Settings > Global Permissions. See the 'If you see an error message' section in Part 1.
The data is showing as 'Record' and not loading
You need to click the opposing arrows icon in each column header and expand them all. Scroll right to find any you have missed.
I can't see the API button on the report
Only reports with a filter bar have an API export. Make sure you click Refresh after setting your filters — the button appears after the report loads.
The data looks wrong or incomplete
Check your filter criteria in mCare. The data exported will match exactly what was visible on screen when you clicked Refresh.
Excel is asking for credentials again Your saved credentials may have expired. Follow the error message steps in Part 1 to re-enter them.
I see a “429 – Too many requests” error
You have reached our rate limit for this endpoint. Please refer to our Fair Usage guide and try again later
I see a “403 – Forbidden” error You do not have permissions to access this data. You will need to speak to someone within your organisation if you need permissions to view a particular report or Care Site
Need More Help?
If you are still having difficulty, please contact your system administrator or reach out to the Person Centred Software support team. Should you require any data or reporting beyond what is included here, please contact your Customer Success Manager in the first instance to discuss your requirements.