Exporting Your Data

Master users or users with the Allow Database Export permission are able to export the calendar information at any time. Data is exported into a CSV file which can be opened by Excel or similar programs. The database export allows you to backup clients, client notes and forms, appointments, referrers, client contacts, client communication, third parties, invoices, payments, services, products, session packs, medicare claism, and any uploaded documents (client files). 

Important

The exported data is available for download for 72 hours after the link is available. After 72 hours, the link is removed from the download list. The list will store the export information for 14 days for record-keeping purposes.

In this article:

    Export your client's data:

    1. Go to Tools > Data Export
    2. Select the desired filtering:
        1. All data (Will export files for all clients and calendars)
        2. Clients linked to a calendar (Will export files for clients linked to the chosen calendar)
        3. Specific Client (Will export files for the chosen client)
    3. Click Download
    4. Return to this page later to download a copy of your data (times may vary depending on the amount of data being exported)

    Export uploaded documents:

    1. Go to Tools > Data Export
    2. Click on Uploaded Client Files
    3. Select the desired filtering:
      1. All data (Will export files for all clients and calendars)
      2. Clients linked to a calendar (Will export files for clients linked to the chosen calendar)
      3. Specific Client (Will export files for the chosen client)
    4. Choose whether the export All Files or select a start and end date for files uploaded during a certain period
    5. Click Download Now
    6. Return to this page after waiting for the data to be prepared to download a copy of your data.

    Note

    The time that the system takes to prepare your data can vary dramatically depending on the age of the account and the amount of data that is stored within it. For example, for newer accounts with a few calendars, this might only take a few minutes, whereas for a more established account with ten or more calendars and a lot of data may take up to 24 hours.

    Filtering exceptions:

    There are there filtering options applied when exporting data: 

    1. All data (Will export files for all clients and calendars)
    2. Clients linked to a calendar (Will export files for clients linked to the chosen calendar)
    3. Specific Client (Will export files for for the chosen client)

    There are some exceptions to note:

    • Invoices and appointments will export all data linked to the calendar when filtering by "Clients linked to a calendar". This is so that you can export all appointments that were booked with the calendar, and invoices assigned to them rather than the appointments for clients linked to that calendar - in the event that those clients have appointments with other calendars. 
    • Statements, Client Communication, and Packs, Instances & Sessions are only filtered when filtering by "Specific Client". If a calendar is chosen when these tables are exported then all data in those tables will be exported.
    • Services, Products & Packs will not be filtered when exporting for a Clients Linked to a Calendar or for a Specific Client. All data in these tables will be exported. 
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