Backup and downloading your data

Backup and downloading your data

What this is for — getting your own records out of the system, either as a spreadsheet you can read or as a complete file that could rebuild everything.

Where to find it

Left menu → Admin → Users & roles → the Backup & data tab.

Executive accounts only by default. An Executive can grant it to another account type with the Download company data row on the Permissions tab — but think twice: one click produces a file with every client's name, address and phone number.

Steps

1. Go to Admin → Users & roles → the Backup & data tab.
2. Set the date range with From and To, or click one of the shortcuts: This month, Last 3 months, Last 12 months, Everything.
3. Pick your file: under Spreadsheet of your records, click Download spreadsheet — this is the one to pick if you want an Excel/Google Sheets file. Under Complete backup file, click Download backup file for the full technical backup instead (it is not readable as a spreadsheet).
4. Wait — the button reads Preparing… while it builds.
5. The file lands in your Downloads folder. A green line confirms what was in it: "Downloaded — 812 trips · 199 invoices · 143 clients."

The two files

Spreadsheet of your records

An Excel file with a tab for each thing you track — Trips, Clients, Invoices, Payments, Drivers, Vehicles, Calls — laid out like the workbook the office used before. Money is stored as numbers, so columns add up.

Opens in Excel or Google Sheets. This is the one to keep for your records, your accountant, or your own files.

File name: Heart-of-Gold-records_<from>_to_<to>.xlsx

Complete backup file

Everything, exactly as the system stores it, including the connections between trips and invoices that a spreadsheet cannot keep. You cannot read this one — it is the file to hand back if the system ever had to be rebuilt.

File name: Heart-of-Gold-backup_<from>_to_<to>.json

What the date range covers

• Trips and calls follow the dates you picked.
• Clients, drivers and vans are always included in full, whatever the range.

Handle these files carefully

The page carries this warning, and it is not decoration:

These files contain patient names, addresses and phone numbers. Save them somewhere only your team can reach — your company OneDrive is a good place. Please don't email them or leave them on a shared computer.

Good to know

• Downloading is a copy, not a replacement for the automatic nightly backup that runs on the system itself.
• A quarterly download to OneDrive is a sensible habit — it means your records are yours even if nothing else is available.
• The file is built only when you press a button. Opening the tab costs nothing.

If something looks wrong

• "Couldn't build the file. Try a shorter date range." — Everything on a busy year can be too much in one go. Pull it a year at a time.
• Nothing downloaded — check your browser didn't block the download, then look in the Downloads folder for the file name above.
• The spreadsheet columns don't add up — check you are summing the money columns and not a text column; money is written as numbers on purpose.
• The tab isn't there — your account isn't allowed to download company data. Ask an Executive.