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Whether you’re migrating to another system, creating backups, or exercising your data portability rights, HoopAI lets you export your contacts, conversations, workflows, and other account data. This guide covers every export type available and how to use them.

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Export overview

Data typeFormatWhere to exportApprox. time
ContactsCSVContacts > ExportMinutes (up to 1 hr for 100k+)
ConversationsCSV / JSONConversations > Settings1–24 hours
Call recordingsMP3 / WAVConversations > CallsVaries by volume
WorkflowsJSONAutomation > WorkflowsInstant (per workflow)
Funnels & websitesHTML / ZIPSites > Funnels/WebsitesMinutes
Email templatesHTMLMarketing > EmailsInstant
CampaignsCSVMarketing > CampaignsMinutes
Invoices & transactionsCSVPayments > InvoicesMinutes
Form submissionsCSVSites > FormsMinutes
Full account exportZIP (mixed)Settings > Account1–48 hours

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Exporting contacts

HoopAI provides a full contact export with all custom fields, tags, and activity history.
1

Go to Contacts

Navigate to Contacts from the main sidebar.
2

Apply filters (optional)

Use smart lists or filters to narrow the export to a specific segment. Leave unfiltered to export all contacts.
3

Click Export

Click the Export button in the top-right. Choose CSV format.
4

Download the file

You’ll receive an email with a download link once the export is ready, or you can download it directly from the notification bell.
For a detailed walkthrough including custom field mapping, see Exporting contacts.

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Exporting conversations and call recordings

1

Go to Conversations

Open Conversations from the sidebar.
2

Open settings

Click the gear icon or navigate to Conversations > Settings.
3

Request export

Select Export Conversations and choose the date range. Exports include SMS, email, live chat, Facebook, Instagram, and Google Business messages.
4

Download

The export is generated as a CSV or JSON file. Large exports are emailed as a download link.
Conversation exports include message content, timestamps, sender/receiver, channel type, and associated contact ID.

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Exporting workflows and automations

1

Go to Automations

Navigate to Automation > Workflows.
2

Select the workflow

Click on the workflow you want to export.
3

Export as JSON

Click the three-dot menu (or Settings within the workflow builder) and select Export. The workflow is downloaded as a JSON file that can be re-imported.
To export multiple workflows, repeat the process for each one. There is no bulk workflow export — each must be exported individually.

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Exporting funnels and websites

1

Go to Sites

Navigate to Sites > Funnels or Sites > Websites.
2

Select the funnel or website

Click the three-dot menu next to the funnel or site you want to export.
3

Choose export format

Select Export. Funnels and websites export as a ZIP archive containing HTML, CSS, and associated assets.
Exported funnels and websites can be re-imported into another HoopAI sub-account using the Import function. Custom code blocks and third-party scripts are included.

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Exporting email templates and campaigns

1

Go to Marketing

Navigate to Marketing > Emails > Templates.
2

Open the template

Click on the template you want to export.
3

Export HTML

Use the Export or Download HTML option from the template editor. This gives you the raw HTML of the email.

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Exporting invoices and transaction history

1

Go to Payments

Navigate to Payments > Invoices or Payments > Transactions.
2

Set the date range

Filter by date range, status, or customer as needed.
3

Click Export

Click Export to download a CSV containing invoice numbers, amounts, dates, payment status, and customer details.

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Exporting form submissions

1

Go to Forms

Navigate to Sites > Forms.
2

Select the form

Click on the form whose submissions you want to export.
3

Export submissions

Click Export to download all submissions as a CSV file with all field values, submission timestamps, and source URLs.

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Bulk export / full account data export

For a comprehensive export of all account data at once:
1

Go to Settings

Navigate to Settings > Account (or Company Settings).
2

Request full data export

Look for the Export Account Data or Data Portability option and click Request Export.
3

Wait for processing

Full exports can take 1–48 hours depending on account size. You’ll receive an email when the export is ready.
4

Download the archive

The export is delivered as a ZIP file containing CSVs, JSON files, and media assets organized by data type.
Full account export download links expire after 7 days. Download your archive promptly.

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Data formats

FormatUsed forDetails
CSVContacts, form submissions, invoices, campaign statsOpens in Excel, Google Sheets, or any spreadsheet app. UTF-8 encoded.
JSONWorkflows, automations, conversation logsMachine-readable. Can be re-imported or processed programmatically.
HTMLEmail templates, funnels, websitesRaw markup with inline styles.
ZIPFull account exports, site exportsContains multiple files organized into folders by data type.
MP3/WAVCall recordingsStandard audio formats playable in any media player.

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How long do exports take?

Export times depend on data volume:
Data sizeEstimated time
Under 10,000 recordsUnder 5 minutes
10,000 – 100,000 records5–60 minutes
100,000 – 500,000 records1–6 hours
500,000+ records or full account6–48 hours
For large exports, start the process at the end of the day and download the next morning. Exports run in the background and don’t affect account performance.

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GDPR data portability

Under the General Data Protection Regulation (GDPR) and similar data protection laws, you have the right to receive your personal data in a structured, commonly used, and machine-readable format. HoopAI supports this through:
  • Contact data export in CSV format
  • Conversation history export in CSV/JSON
  • Full account data export covering all stored personal data
  • Individual contact data requests — you can export a single contact’s complete record from their profile
If you need a GDPR-compliant data portability export for a specific individual (e.g., a customer requesting their data), navigate to their contact profile and use the Export Contact Data option, which includes all stored fields, activity history, and communication logs.
GDPR data requests must be fulfilled within 30 days. If you receive a data subject access request (DSAR), initiate the export promptly.

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Export before cancelling your account

If you’re planning to cancel your HoopAI subscription, export all your data first. Once an account is cancelled and the grace period ends, data may be permanently deleted and cannot be recovered.
We recommend exporting at minimum:
  1. Contacts — your full contact database with custom fields and tags
  2. Conversations — all message history across channels
  3. Workflows — any automations you’ve built
  4. Form submissions — lead capture data
  5. Invoices — financial records for your books
  6. Call recordings — any recordings you need to retain

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Frequently asked questions

HoopAI doesn’t currently support scheduled automatic exports. For ongoing backups, you can use the API to programmatically pull data on a schedule. See the API reference for available endpoints.
There are no hard limits on export volume. Very large exports (millions of records) may take longer and are split across multiple files within a ZIP archive.
You need admin or owner-level permissions on the sub-account to initiate exports. Team members with restricted roles may not see the export options.
After cancellation, your data is retained for a grace period (typically 30–90 days). After that, it is permanently deleted. Always export before cancelling.
Yes. Contacts (CSV), workflows (JSON), and funnels/websites (ZIP) can all be imported into a different HoopAI sub-account using the corresponding import tools.
Contact and conversation exports include text data. Media files (images, documents, recordings) must be exported separately from their respective sections or via the full account export.
Last modified on March 6, 2026