You can download customer information from your system to create reports, backups, or share data with other tools. You also have privacy settings to protect customer information.
What is Data Export?#
Data export means downloading customer information from your system into a file that you can:
- Open in Excel or Google Sheets
- Use for reports and analysis
- Share with accountants or business partners
- Keep as backup records
- Import into other software
How to Download Customer Data#
Step 1: Go to Customer List#
- Click on Customers in your admin menu
- You'll see the list of all customers
Step 2: Set Filters (Optional)#
Before downloading, you can filter to get only the customers you want:
- Choose specific studio (if you have multiple)
- Filter by user role (customer, teacher, manager, owner)
- Use search to find specific customers
Step 3: Click Download Button#
- Look for the Download button at the top of the customer list
- Click it to start the download process
- Your browser will download an Excel file
Step 4: Open the Downloaded File#
- Find the downloaded file (usually in Downloads folder)
- Open it with Excel, Google Sheets, or similar program
- Review the customer data
What Information Gets Exported#
The downloaded file includes:
- Customer names - First and last names
- Email addresses - Contact information
- Join dates - When they became customers
- User roles - Their permission levels
- Studio connections - Which studios they belong to
- Active coupons - Number of unused coupons
- Last activity - When they last used the system
Information NOT Included#
For privacy and security reasons, exports do not include:
- Credit card numbers
- Detailed payment information
- Class booking history
- Purchase amounts
- Personal notes
Using Privacy Mode#
Privacy mode helps protect customer information when other people might see your screen.
What Privacy Mode Does#
When privacy mode is ON:
- Customer names become partially hidden (John Doe → J*** D***)
- Email addresses get partially hidden (john@email.com → j***@email.com)
- All other information stays the same
- This applies to both screen display and exported files
How to Turn Privacy Mode On/Off#
- Go to the Customer List
- Look for the privacy toggle switch (usually at the top)
- Click the switch to turn privacy mode on or off
- The change applies immediately
When to Use Privacy Mode#
- Working in public places (coffee shops, co-working spaces)
- When other people are around your screen
- During training sessions with new staff
- When sharing screen during video calls
- Any time you want extra privacy protection
Common Reasons to Export Data#
Business Reporting#
- Monthly customer count reports
- New customer acquisition tracking
- Customer role distribution analysis
- Studio comparison reports
Marketing Purposes#
- Email newsletter lists
- Customer segmentation for campaigns
- Inactive customer identification
- Birthday or anniversary outreach
Accounting and Taxes#
- Customer information for tax records
- Business relationship documentation
- Revenue reporting support
Business Planning#
- Growth trend analysis
- Customer demographic studies
- Service usage patterns
- Expansion planning data
System Migration#
- Moving to new software
- Creating system backups
- Data integration projects
Working with Exported Data#
Opening the File#
The exported file is in Excel format (.xlsx) and can be opened with:
- Microsoft Excel
- Google Sheets
- Apple Numbers
- LibreOffice Calc
- Any spreadsheet program
Understanding the Columns#
Each column contains specific information:
- Name - Customer's full name
- Email - Their email address
- Joined - When they became a customer
- Role - Their permission level
- Studio - Which location(s) they belong to
- Active Coupons - Number of unused discounts
Using the Data#
You can:
- Sort by any column (name, join date, etc.)
- Filter to show only certain customers
- Count customers by role or studio
- Create charts showing customer trends
- Mail merge for personalized communications
Privacy and Security Best Practices#
Protect Downloaded Files#
- Don't leave files open on shared computers
- Store files in secure, password-protected folders
- Delete old export files you no longer need
- Don't email customer lists unless encrypted
Follow Privacy Laws#
- Check your local privacy regulations (GDPR, CCPA, etc.)
- Only export data you have legitimate business need for
- Get proper permissions before sharing customer data
- Document why you exported data and how it's used
Limit Access#
- Only allow authorized staff to export data
- Train staff on proper data handling
- Monitor who exports data and when
- Regularly review data access permissions
Troubleshooting Export Issues#
Download Doesn't Start#
- Check your browser's popup blocker settings
- Try using a different browser
- Make sure you have permission to export data
- Contact support if problem continues
File Won't Open#
- Make sure you have Excel or compatible program installed
- Try opening with Google Sheets online
- Check if file downloaded completely (not partial download)
- Try downloading again
Missing Customers in Export#
- Check if you have filters active
- Verify you're looking at the right studio
- Make sure customers exist in the system
- Clear all filters and try again
Privacy Mode Not Working#
- Try turning privacy mode off and back on
- Refresh the page
- Check if you have the right permissions
- Contact admin if settings don't save
File Has Wrong Information#
- Check when you downloaded the file (data might be old)
- Download a fresh copy
- Verify filters weren't applied
- Compare with what you see on screen
Data Export Limitations#
File Size Limits#
- Very large customer lists may take time to download
- Some systems limit export size to prevent performance issues
- Consider filtering to smaller groups if needed
Frequency Limits#
- Some systems limit how often you can export data
- This prevents system overload and protects privacy
- Plan your exports to avoid hitting limits
Permission Requirements#
- Not all user roles can export data
- Usually only managers and owners have export permissions
- Contact your admin if you need export access
Advanced Export Tips#
Creating Targeted Lists#
- Use filters before exporting to get specific groups
- Export different roles separately for different purposes
- Filter by studio for location-specific reports
Regular Export Schedule#
- Set up monthly exports for consistent reporting
- Keep dated files to track customer growth
- Compare exports over time to see trends
Data Backup Strategy#
- Export data regularly as system backup
- Store backup files securely off-site
- Test backup files periodically to ensure they work
Integration with Other Tools#
- Import customer lists into email marketing tools
- Use data for business intelligence software
- Connect with accounting systems for financial reporting
Next Steps#
After exporting customer data, you might want to:
- Review individual customer details for customers identified in your analysis
- Check booking patterns for customers who need attention
- Create targeted coupons for customer segments
- Manage user roles based on your findings
Need help with a specific data export or privacy question? Contact support at support@naayya.com