Settings → Data export gives you a downloadable copy of your client records: the whole practice, one client, or every client of one clinician. The file is a zip you can protect with a password, and it stays available for a week.
Start an export
- Open Settings → Data export and click Start export.
- Whose data are you exporting? Choose All clients in the practice, One client or All clients for one clinician.
- For one client, search by name, phone or email. For one clinician, choose them from the list. A clinician's clients are their primary clients plus anyone they have had a visit with, group sessions included.
- With more than one location, tick Include all N locations to export every location; otherwise only the location you are in is exported. (One client is always just that client.)
- Select the data you want to export: Complete, Sessions or Contacts (see below). Under Complete you can tick Include call logs and recordings.
- Require a password to open file (recommended) is ticked. Type a password of 8 or more characters twice. "We don't keep this password. Write it down. Without it the file can't be opened."
- Click Export.
The page says "Your export is being prepared. We'll notify you once it's ready. It will be available here for the next week. Large exports may take a while to process." The row shows Processing with a percentage while it builds.
Choose what to export
| Type | What's in it |
|---|---|
| Complete | Client contact info and all documentation: visits, clinical notes, treatment plans, outcome measures, records releases and disclosures, a chart PDF per client, intake forms, billing (charges, payments, invoices, superbills, payment plans) and messages. Optionally call logs and recordings. |
| Sessions | Clinical documentation only: visits, clinical notes, treatment plans, outcome measures, records releases and disclosures, and a chart PDF per client. |
| Contacts | Client contact info only: a clients file and contacts.csv (name, preferred name, date of birth, email, phone, address, status). |
Psychotherapy notes are kept apart from the chart and are never part of any export.
Download the file
When the export is ready you get a "Data export ready to download" notification with Go to Data export. Under Recent exports, click Download on its row. You can download it again any time that week.
Each row shows Created, File name (for example "Export - Complete - 2026-10-06 215920 - 776fd9ce", with whose data under it), Exported by (tagged You for your own), Password (Protected or Not protected) and Status: Processing (N%), Download, Failed (hover for the reason) or Expired. The list shows every export in the account from the past week, not only yours, apart from exports covering a location you can't open.
What the file contains
The download is one zip file:
- manifest.json: when it was made, who exported it, whose data, the type, whether call logs are included, and the locations.
- clients.json and contacts.csv (Complete and Contacts).
- appointments.json, a clinical folder (notes, treatment plans, outcome measures, records releases, disclosures, note templates) and a charts folder with one PDF per client who has records (Complete and Sessions). The chart PDF is the same attested document as the chart export on a client's Records tab.
- forms, billing and messages.json (Complete).
- call-logs.json and a recordings folder of MP3 files (Complete, with Include call logs and recordings ticked).
With several locations, each location gets its own folder. A password-protected zip uses AES-256 encryption, so open it with a zip tool that supports that, such as 7-Zip.
How long exports last
Exports are kept for one week ("Exports will permanently expire after a week."). After that the file is deleted, the row shows Expired and you get a "Data export expired" notification. Store the file somewhere safe once downloaded: it holds protected health information.
Who can export
- Only the account owner or an admin (at any location of the account). Everyone else sees "Only the account owner or an admin can export practice data."
- Complete and Sessions also need access to clinical records. Without it you see "Exporting sessions needs access to clinical records. Choose "Contacts", or ask the account owner to run the export."
- An admin can export only the locations they can open. If some selected locations aren't theirs, the export stops with "You can export N of the M selected locations. Select only those, or ask the account owner to export all of them."
- Two exports can be prepared at once per account.
Starting and downloading an export are both recorded in each location's HIPAA Audit Log under Settings → Account Activity. See Review your audit trail.
Other ways to export
- One client's chart for someone else: Export chart on the client's Records tab builds a single PDF, scoped to a signed release, and records the disclosure. See Discharge, records release, and chart export.
- Everything, emailed: Export all account data in the HIPAA Audit Log's ⋮ menu emails a download link that lasts 72 hours. See Data retention and deletion.
- Lists: appointments, reports and other single lists have their own CSV downloads on their pages.