> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Export your data — contacts, conversations, and account records

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.

## Export overview

| Data type               | Format      | Where to export          | Approx. time                   |
| ----------------------- | ----------- | ------------------------ | ------------------------------ |
| Contacts                | CSV         | Contacts > Export        | Minutes (up to 1 hr for 100k+) |
| Conversations           | CSV / JSON  | Conversations > Settings | 1–24 hours                     |
| Call recordings         | MP3 / WAV   | Conversations > Calls    | Varies by volume               |
| Workflows               | JSON        | Automation > Workflows   | Instant (per workflow)         |
| Funnels & websites      | HTML / ZIP  | Sites > Funnels/Websites | Minutes                        |
| Email templates         | HTML        | Marketing > Emails       | Instant                        |
| Campaigns               | CSV         | Marketing > Campaigns    | Minutes                        |
| Invoices & transactions | CSV         | Payments > Invoices      | Minutes                        |
| Form submissions        | CSV         | Sites > Forms            | Minutes                        |
| Full account export     | ZIP (mixed) | Settings > Account       | 1–48 hours                     |

## Exporting contacts

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

<Steps>
  <Step title="Go to Contacts">
    Navigate to **Contacts** from the main sidebar.
  </Step>

  <Step title="Apply filters (optional)">
    Use smart lists or filters to narrow the export to a specific segment. Leave unfiltered to export all contacts.
  </Step>

  <Step title="Click Export">
    Click the **Export** button in the top-right. Choose **CSV** format.
  </Step>

  <Step title="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.
  </Step>
</Steps>

For a detailed walkthrough including custom field mapping, see [Exporting contacts](/contacts/exporting-contacts).

## Exporting conversations and call recordings

<Tabs>
  <Tab title="Conversations">
    <Steps>
      <Step title="Go to Conversations">
        Open **Conversations** from the sidebar.
      </Step>

      <Step title="Open settings">
        Click the gear icon or navigate to **Conversations** > **Settings**.
      </Step>

      <Step title="Request export">
        Select **Export Conversations** and choose the date range. Exports include SMS, email, live chat, Facebook, Instagram, and Google Business messages.
      </Step>

      <Step title="Download">
        The export is generated as a CSV or JSON file. Large exports are emailed as a download link.
      </Step>
    </Steps>

    <Note>
      Conversation exports include message content, timestamps, sender/receiver, channel type, and associated contact ID.
    </Note>
  </Tab>

  <Tab title="Call recordings">
    <Steps>
      <Step title="Navigate to call recordings">
        Go to **Conversations** > **Calls** or **Reporting** > **Call Reporting**.
      </Step>

      <Step title="Locate the recording">
        Find the specific call and click the play/download icon next to it.
      </Step>

      <Step title="Bulk download">
        For bulk downloads, use the **Export** option to receive a ZIP file of all recordings within a date range.
      </Step>
    </Steps>

    <Warning>
      Call recordings may be subject to retention policies. Export recordings you need to keep before the retention window closes.
    </Warning>
  </Tab>
</Tabs>

## Exporting workflows and automations

<Steps>
  <Step title="Go to Automations">
    Navigate to **Automation** > **Workflows**.
  </Step>

  <Step title="Select the workflow">
    Click on the workflow you want to export.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Tip>
  To export multiple workflows, repeat the process for each one. There is no bulk workflow export — each must be exported individually.
</Tip>

## Exporting funnels and websites

<Steps>
  <Step title="Go to Sites">
    Navigate to **Sites** > **Funnels** or **Sites** > **Websites**.
  </Step>

  <Step title="Select the funnel or website">
    Click the three-dot menu next to the funnel or site you want to export.
  </Step>

  <Step title="Choose export format">
    Select **Export**. Funnels and websites export as a ZIP archive containing HTML, CSS, and associated assets.
  </Step>
</Steps>

<Note>
  Exported funnels and websites can be re-imported into another HoopAI account using the **Import** function. Custom code blocks and third-party scripts are included.
</Note>

## Exporting email templates and campaigns

<Tabs>
  <Tab title="Email templates">
    <Steps>
      <Step title="Go to Marketing">
        Navigate to **Marketing** > **Emails** > **Templates**.
      </Step>

      <Step title="Open the template">
        Click on the template you want to export.
      </Step>

      <Step title="Export HTML">
        Use the **Export** or **Download HTML** option from the template editor. This gives you the raw HTML of the email.
      </Step>
    </Steps>
  </Tab>

  <Tab title="Campaign data">
    <Steps>
      <Step title="Go to Campaigns">
        Navigate to **Marketing** > **Campaigns**.
      </Step>

      <Step title="Select the campaign">
        Click on the campaign to view its statistics.
      </Step>

      <Step title="Export stats">
        Click **Export** to download a CSV with delivery stats, open rates, click rates, and recipient details.
      </Step>
    </Steps>
  </Tab>
</Tabs>

## Exporting invoices and transaction history

<Steps>
  <Step title="Go to Payments">
    Navigate to **Payments** > **Invoices** or **Payments** > **Transactions**.
  </Step>

  <Step title="Set the date range">
    Filter by date range, status, or customer as needed.
  </Step>

  <Step title="Click Export">
    Click **Export** to download a CSV containing invoice numbers, amounts, dates, payment status, and customer details.
  </Step>
</Steps>

## Exporting form submissions

<Steps>
  <Step title="Go to Forms">
    Navigate to **Sites** > **Forms**.
  </Step>

  <Step title="Select the form">
    Click on the form whose submissions you want to export.
  </Step>

  <Step title="Export submissions">
    Click **Export** to download all submissions as a CSV file with all field values, submission timestamps, and source URLs.
  </Step>
</Steps>

## Bulk export / full account data export

For a comprehensive export of all account data at once:

<Steps>
  <Step title="Go to Settings">
    Navigate to **Settings** > **Account** (or **Company Settings**).
  </Step>

  <Step title="Request full data export">
    Look for the **Export Account Data** or **Data Portability** option and click **Request Export**.
  </Step>

  <Step title="Wait for processing">
    Full exports can take **1–48 hours** depending on account size. You'll receive an email when the export is ready.
  </Step>

  <Step title="Download the archive">
    The export is delivered as a **ZIP file** containing CSVs, JSON files, and media assets organized by data type.
  </Step>
</Steps>

<Warning>
  Full account export download links expire after **7 days**. Download your archive promptly.
</Warning>

## Data formats

| Format      | Used for                                             | Details                                                               |
| ----------- | ---------------------------------------------------- | --------------------------------------------------------------------- |
| **CSV**     | Contacts, form submissions, invoices, campaign stats | Opens in Excel, Google Sheets, or any spreadsheet app. UTF-8 encoded. |
| **JSON**    | Workflows, automations, conversation logs            | Machine-readable. Can be re-imported or processed programmatically.   |
| **HTML**    | Email templates, funnels, websites                   | Raw markup with inline styles.                                        |
| **ZIP**     | Full account exports, site exports                   | Contains multiple files organized into folders by data type.          |
| **MP3/WAV** | Call recordings                                      | Standard audio formats playable in any media player.                  |

## How long do exports take?

Export times depend on data volume:

| Data size                        | Estimated time  |
| -------------------------------- | --------------- |
| Under 10,000 records             | Under 5 minutes |
| 10,000 – 100,000 records         | 5–60 minutes    |
| 100,000 – 500,000 records        | 1–6 hours       |
| 500,000+ records or full account | 6–48 hours      |

<Tip>
  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.
</Tip>

## 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.

<Note>
  GDPR data requests must be fulfilled within **30 days**. If you receive a data subject access request (DSAR), initiate the export promptly.
</Note>

## Export before cancelling your account

<Warning>
  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.
</Warning>

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

***

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Can I schedule automatic recurring exports?">
    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](/api-reference/introduction) for available endpoints.
  </Accordion>

  <Accordion title="Is there a limit on how much data I can export?">
    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.
  </Accordion>

  <Accordion title="Can I export data from a account I don't own?">
    You need admin or owner-level permissions on the account to initiate exports. Team members with restricted roles may not see the export options.
  </Accordion>

  <Accordion title="What happens to my data after I cancel?">
    After cancellation, your data is retained for a grace period (typically **30–90 days**). After that, it is permanently deleted. Always export before cancelling.
  </Accordion>

  <Accordion title="Can I import exported data into another HoopAI account?">
    Yes. Contacts (CSV), workflows (JSON), and funnels/websites (ZIP) can all be imported into a different HoopAI account using the corresponding import tools.
  </Accordion>

  <Accordion title="Do exports include file attachments and media?">
    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.
  </Accordion>
</AccordionGroup>