Export your data

You can download a copy of your practice at any time, whatever your plan: clients, sessions, notes, documents, payments and settings. It's best done on a computer, because some exports are large.

1. Go to Settings, then choose Export your data (the last tab).

2. Pick what you want and click its button. Coachstra shows a rough size and how long it will take.

3. Click Start now, or Not now to change your mind.

4. When it's ready, click Download. A big practice comes in more than one download, and each one says exactly what it holds. Downloads are kept for 7 days.

What you can export

• Download my practice: one Excel workbook with a tab for each kind of record: clients, sessions, session notes, action items, packages and payments, ICF hours, intake answers, contracts, messages, and announcements with their sign-ups. It comes with Clients.csv, a list of every client with all their details (contact details, address, VAT number, PO reference, second contact, consent choices and your own custom fields), which other coaching tools can import, and a Documents folder with one folder per client, where every file has its real name. Recordings aren't included.
• One client's data: use this when a client asks for a copy of their data. You get two workbooks. The one named for your client holds only what they can already see in their portal. The coach only one holds everything about them, including your private notes and emails from your Gmail. Read both before you decide what to send.
• Recordings: session audio, in parts of up to 45 MB. You can narrow it to one client, a date range, or both. Older recordings may already have been deleted, but your transcripts and notes are always in your download.
• Full technical backup: every record as CSV and JSON files, for a developer or your lawyer. It's the small link under the other choices.

Columns marked (coach only) in the workbook are things only you have seen. They are never in a client's copy.

While it's being prepared

Keep the page open and it finishes much faster. If you close it, Coachstra keeps going a little each day and emails you when it's ready, but a big export can take many days that way. You can Cancel this export at any time.

Only one export can be prepared at a time, and up to 6 a day. If one stops part-way, you can usually choose Try again to pick up where it stopped; if not, start a new one. Nothing in your practice is changed by an export.

Deleting your download

Coachstra deletes your prepared files after 7 days. To delete them sooner, click Delete these files now under your download, then Yes, delete them. Files you've already downloaded stay on your computer: Coachstra can't reach them, so delete those yourself when you no longer need them.