Exporting all your data

Exporting all your data

Your data is yours, and you can take a copy at any time. This article covers every way out of ResNeo and who can use each one.

The one big idea: Export your data at the bottom of Reports gives you everything, or everything between two dates, as a CSV, an Excel spreadsheet or a PDF. Every other export gives you a slice, either a report, a filtered list or one person.

Where the exports live

Sign in as an admin and open Settings → Reports. Its tabs include Overview, New bookings, Revenue (called Booked value if you take payments with Checkout) and your client directory. The exports that cover your whole venue are on Overview.

An old /dashboard/reports bookmark still works and brings you straight here.

Everything you have

Scroll to the bottom of the Overview tab and find Export your data. It asks three things and then gives you one file.

1. What to export. Choose Appointments, Clients or Services. On a venue that calls them bookings and guests, the chips say so. If you use treatment records, Treatment records is here too, and it stays here if you switch them off while records are kept.
2. Which dates. Choose All time, This month, Last month, This year, Last year or Custom dates. Custom dates shows a From and a To box; the file covers both days and everything between. Appointments are chosen by their appointment date. Clients and services are chosen by the day they were added. Treatment records are chosen by the treatment date.
3. File type. CSV opens in Excel, Numbers and Google Sheets and imports into most other systems. Excel spreadsheet gives you a formatted .xlsx workbook with money as numbers. PDF is for reading or printing; use CSV or Excel when you want to move your data somewhere else. Treatment records come as CSV or Excel only.

Under the choices the page counts what they cover, for example 142 appointments in these dates, so you know what you are about to download. If there is nothing in the range it says so and the button greys out. Click Download appointments as CSV (the button names your choices) and the file lands in your downloads folder, named for your venue, what it holds and the dates.

What each file contains

Every file carries the full details, so you could rebuild your records somewhere else from it.

• Appointments: one row per service booked, with the appointment and visit IDs, date, start and end time, status, type, service and option, add-ons, calendar and staff member, the client's name, email, phone and ID, party size, price, add-ons total, payment state, amount paid, tip, deposit status and amount, Stripe payment reference, source, the collective it was booked through, location and client address, special requests, dietary notes, occasion, internal notes, when and by whom it was booked, arrival and check-in times, who cancelled it, and when the reminder and follow-up went out.
• Clients: one row per client, with their ID, first name and surname, email, phone, address, tags, marketing consent and when it was recorded, marketing opt-out, notes, dietary preferences, source, visits, no-shows, last visit, total appointments, upcoming and cancelled counts, paid deposits, first and last booked, waiver signed, when they were added, and a column for each custom field you have set up.
• Services: one row per service, with its ID, name, category, description, type, duration, buffer and processing time, price and how it is shown, deposit, what must be paid to book, location and online meeting details, whether it is bookable online and active, which calendars offer it (with any per-calendar duration or price), its options, its add-on groups, places per session, booking rules, pre-appointment instructions, colour, sort order, whether it is shared from a collective, and when it was added.

A few details that save you a phone call:

• Times and dates in every file are read in your venue's own time zone, not your computer's.
• Money columns are in your venue's currency, and the Excel spreadsheet carries them as numbers you can add up.
• Column headings use your venue's own words. A venue that says "session" and "patient" gets Session ID and Patient name, not Appointment ID and Client name.
• The CSV is written so that Excel opens pound signs and accented names correctly the first time.
• The PDF is landscape A4 with a title block naming your venue and the dates, and it splits wide tables sideways across pages so no column is ever dropped.

Do this before any big change: a data import, a change of plan, or handing the business on. All time with CSV or Excel spreadsheet is the complete backup.

One report at a time

Every report card on the Overview tab has Export CSV in its top right corner. These follow the dates on the range button at the top of the tab. Click it to pick a preset such as Last month, or Choose dates for your own. Those dates are separate from the ones you choose in Export your data, so these are the files to use for a month's figures or a quarter's.

The reports you may see:

• Appointment activity: what was created, how many places were booked, and how many were kept, broken down by source and status.
• By booking type: appointments against classes, events and resources.
• Team, services & channels: who did the work, what was booked, where it came from, and add-on revenue.
• No-show rate and Cancellation rate: one row per period.
• Payments & deposits: collected, refunded, forfeited and no-show fees.
• Event ticket sales by tier, when you sell tickets.
• Resource utilisation, when you rent rooms or equipment.

If there is nothing in the range, the button turns grey, and clicking it gives you an amber notice instead of a file, for example There is no appointment activity to export for this period.

The New bookings and Revenue tabs each have their own Export CSV too, in the top right of the report card. Those two tabs keep their own dates rather than following the range on Overview, so the file covers whatever range and grouping you set on the tab.

• New bookings gives you a row per day, week or month, with a column for each way a booking came in, then New bookings, Since cancelled and Waiting for payment, and a Total row.
• Revenue gives you the same table you can see, a column per calendar, a Total and a No-shows column. If you are in a venue collective or share calendars with a linked venue, a second block underneath lists each venue with its booked revenue and the part booked through the collective's page.

Your client directory

The last tab of Reports, named after your word for a client, has its own Export CSV button in the header, which downloads the full client list.

Open a client on that tab and you also get Export history (CSV): every booking that one person has had, with the date, time, service, status, deposit and who they saw.

The list you are looking at

Contacts has its own Export button in the toolbar, and it behaves differently on purpose: it downloads exactly the rows your filters and search have left on screen, with tags, visit counts, no-shows, last visit, booking counts, deposits paid and marketing consent.

Use it when you want a slice rather than everything: everyone tagged VIP, everyone with a visit last year, everyone who has agreed to marketing.

This one is not admin only. Anyone on your team who can open Contacts can export the list they can see.

One person's data

When somebody asks for everything you hold on them, open their record in Contacts, open Messages & privacy, then Privacy & data. The GDPR (admin) box has Download data export (JSON), which gives you a single structured file for that one person.

Admins only. To anonymise their record afterwards, use Erase data on the contact card.

Other exports around the dashboard

• Events: open an event and use Export CSV above the attendee list to get everyone booked on it, with their ticket types.
• Data Import: each finished import session has a Report CSV link telling you exactly what was created, and an Undo button while the undo window is still open.

Who can export what

Export	Who
Export your data (appointments, clients, services)	Admins, on Settings → Reports
Treatment records in Export your data, and the batch search Download CSV	Admins with Can export client data
Print on a treatment record, and Print all records	Anyone who can see treatment records and has Can export client data
Per-report Export CSV	Admins
Export CSV and Export history (CSV) on the client directory	Admins
Export in Contacts	Anyone who can open Contacts
Download data export (JSON) for one person	Admins
Export CSV on an event's attendee list	Anyone who can open Events
Report CSV for an import	Admins, since only admins can import

If someone on your team needs a whole-venue file, they will need to ask an admin, because Reports lives inside Settings.

Looking after the files

A CSV of your clients is the most sensitive thing your business owns. Once it leaves ResNeo it is on your computer, with none of the permissions that protected it here.

1. Save it somewhere only you can reach, not a shared desktop or a shared downloads folder.
2. Never email it to yourself or attach it to a chat message.
3. Delete the copy once you have finished with it.

Common problems & fixes

Problem	Likely cause	Fix
I cannot find Reports	It is a tab inside Settings, and admin only	Open Settings → Reports. Ask an admin if you do not have it
My export has far more rows than the report above it	Export your data has its own dates, and All time covers the whole venue	Pick the same dates in Export your data, or use the Export CSV on the report card, which follows the range at the top of Overview
An Export CSV button is greyed out	There is nothing in the selected range	Pick a longer range with the range button at the top of Overview
Nothing downloaded	Your browser blocked it, or the export failed	Check for a blocked-download notice in the address bar, then try again. A failure shows a message on the page
I only want one group of clients	The whole-venue export cannot be filtered	Filter in Contacts first, then use Export there
A client has asked for their data	You need one person, not the venue	Use Download data export (JSON) in their record under Privacy & data
I need to prove what an import changed	The session keeps its own record	Open Data Import and use Report CSV on that session

Next steps

• Reading your reports
• Your contacts (CRM)
• Importing your data
• Settings overview