How do I export my data, schedule a backup, or recover something I deleted?

The Activity tab holds the log of what your team did, the CSV and full backup exports, and the trash where deleted records wait.

The short answer

The Activity tab holds the log of what your team did, the CSV and full backup exports, and the trash where deleted records wait.

Settings › Activity

Steps

1
Open Settings › Activity.
2
Scroll to Automatic backup, under Export data.
3
Turn the switch on.
4
Type the email address and pick Monthly or Weekly.
5
Click Save on the bar that appears at the bottom of the screen.

On this page6

The activity log Three CSV exports The full backup An automatic backup by email The trash: what lands there and what does not How long deleted records are kept

The activity log

Path: Settings › Activity.

Every change to members, payments and memberships lands here, newest first, ten per page. The search box looks in the action, the detail and the person's name, and a second list lets you filter by user once more than one person has activity.

Three CSV exports

Members, Payments and Memberships each download as a CSV file that opens in Excel or Google Sheets. The row count is written on each button.

Members carries name, email, phone, plan, status, joined and expires dates, belt, discipline, level, birthdate, tags, whether the member is archived, and the emergency contact. Payments carries date, member name, amount, type, method, period, receipt number and note. Memberships carries member, plan, status, price, amount paid, remaining balance, start and end dates, credits used and total, discount and its reason.

This Members export includes archived members and marks them yes in an Archived column. The export on the Members page includes them too but has no such column, so use this one when you need to tell them apart.

The full backup

The wide button underneath downloads everything as one JSON file: members, memberships, payments, attendance, signed waivers, grades, competitions, notes and files. It is meant to be kept somewhere safe, not opened in a spreadsheet.

Only Owner and Admin see this button, and the server checks that too. Your account password is stripped out of the file before it is sent.

If your gym asks for the PIN on sensitive actions, this download asks for the code first and the server refuses without it. Unlock again and retry.

An automatic backup by email

Path: Settings › Activity › Automatic backup, under Export data.

Turn the switch on, type the address that should receive it and pick weekly or monthly. The same complete JSON file arrives as an email attachment, on schedule.

Two things trip people up. The address must be a real email or the software refuses to save it. And this card does not save on its own: leave without clicking Save and nothing is scheduled. It is the same setting as the one in Settings › Notifications, so changing it in one place changes it in the other. Like everything else on a schedule, it only leaves if the daily job runs.

The trash: what lands there and what does not

Members, classes, leads, coaches, competitions, products, message templates, team members and class programs land in the trash first and stay recoverable.

Payments, memberships, notes and attachments are deleted for good straight away. There is nothing to recover.

Each line says what it was, who deleted it and when, what restoring would actually bring back, and how many days are left. The trash only appears for roles allowed to delete records.

Restoring can come back empty. If the thing it belonged to was deleted too, restore that first. And restoring a member is refused once the tolerance window that follows your plan's member cap has run out, not simply because you are above the cap.

How long deleted records are kept

At the bottom of the trash, Keep deleted records for sets the window: thirty days by default, from seven days up to a year. After that they are erased and cannot be recovered.

Shortening this is retroactive and immediate. Going from thirty days to seven condemns everything older than a week right away. The software counts what would go and warns you first, but only if something would actually be destroyed.

Still stuck?

Tell us what you were trying to do. We usually reply within a day.

Keep reading

I cannot find a member: where did they go?What the search box actually looks at, what each tab really means, and the banner that silently filters your list.How do I make each person unlock the front desk with their own code?PIN login puts a name on every action recorded from a shared tablet, with auto-lock and shifts on top.How is each number in Reports calculated?Revenue, attendance, new members and retention over a period you choose, plus why these figures differ from the dashboard.