Download the records you need and open the files to check them. Start by choosing the right export: a client contact list, a business report and an individual client's data serve different purposes.
Choose the right file
| You need | Use | What to expect |
|---|---|---|
| A contact spreadsheet | Clients → Export | Names, email addresses, phone numbers, dates of birth, tags, notes and creation dates, subject to your permissions. |
| Appointment, sales or other report data | The report's Options menu | CSV, Excel or PDF for the report's dates, location and filters. |
| A copy of one client's information | Their profile's Actions → Data requests | A readable summary or JSON data file. Photos and documents are listed; the original files are not embedded. |
These exports are separate. A contact spreadsheet does not include the client's appointment history, completed forms, photos or receipts.
Before you start
- Who can do it: exporting the client list needs permission to manage clients. Individual data requests are for owners and admins. Reports follow your access to the report.
- Check the location you want to export. Select specific clients if you only need those records.
- Choose a private storage location that the right people in your business can access.
Download and check the client list
Open Clients
Go to Clients and choose the location you need. Select individual rows if you want a smaller export.
Export the list
Select Export, shown as a download icon on a phone. The CSV downloads with the selected clients, or the clients in the chosen location when no rows are selected. With no location or row selection, it exports the directory.
Open the file
Open the CSV in your spreadsheet app. Check the column headings, number of rows and a few known clients. A missing contact field can reflect your permissions; it does not necessarily mean the record is empty.
Label the copy
Give the saved copy a name that identifies its date and location. Keep the original download unchanged if you plan to edit a working copy for another system.
Search and tag filters do not restrict this export by themselves. Select the rows you intend to download, and check the resulting file.
Complete your record set
For appointment or financial history, open the relevant report and set its dates and location before exporting. Follow Export a report to choose CSV, Excel or PDF. Keep reports for different periods clearly labelled so you do not count the same activity twice.
For an individual client's request, follow Give a client a copy of their data. Review the summary or data file and arrange any required original photos or documents separately. Do not treat the contact CSV as a complete client record.
Check it worked
The files open, the selected locations and periods are correct, and the row counts match the scope you expected. If you are preparing to move systems, compare a few complete client histories before deciding your copy is sufficient.
If something goes wrong
Some clients or fields are missing
Check the selected rows, location and your role's field access. The directory export has a limit of 50,000 clients per file. For a larger directory, use smaller location or selected-client exports and verify the combined count.
I need every document as well as the spreadsheet
A client-list export is a contact file. An individual data export lists photos and files without packaging the originals. Identify the documents you need and arrange those copies before closing access to your records.
The export is refused
Ask an owner or admin to check your permissions. Repeated export requests can also hit a temporary limit; wait before trying again. Do not assume a failed download produced a usable file.