The contact data export feature allows you to extract contact data from the platform. Tourism operators can use this to analyse data offline, integrate with other systems, or create targeted marketing campaigns. You have control over which data fields and contacts are exported.
Accessing this feature
Go to Contacts.
How to use it
The export process is designed to be intuitive, guiding you through selecting criteria and data fields.
After going to the Export Options page, you will be presented with the initial export configuration screen. This screen serves as the starting point for defining your export parameters.
Define Contact Selection:
Export All Contacts: Choose this option to include every contact currently stored within your platform. This is suitable for complete database backups or full system migrations.
Filter Contacts: Select this option to export a specific subset of your contacts. Use the available filtering tools, which may include:
Tags: Filter by specific tags assigned to contacts (e.g., 'Newsletter Subscriber', 'Event Attendee').
Groups: Export contacts belonging to particular groups (e.g., 'Wholesale Partners', 'Local Operators').
Status: Filter by contact status (e.g., 'Active', 'Pending', 'Archived').
Date Ranges: Select contacts added or updated within a specified period.
Custom Fields: Apply filters based on values within custom data fields you have defined.
Apply multiple filters concurrently to refine your selection precisely.
Select Data Fields: After defining your contact selection, proceed to choose the specific data fields you wish to include in your export file. A list of all available contact fields will be displayed, encompassing standard fields (e.g., Name, Email, Phone, Address) and any custom fields you have created. Check the boxes next to each field you require. Deselect any fields that are not relevant to your export purpose to maintain data clarity and reduce file size. Consider the purpose of your export when selecting fields to ensure you capture all necessary information without extraneous data.
Choose Export Format: The platform typically offers multiple export formats to suit various applications. Common options include:
CSV (Comma Separated Values): A universal, plain-text format ideal for importing into spreadsheets, databases, or other CRM systems. It is highly compatible.
XLSX (Microsoft Excel Workbook): Provides a structured spreadsheet format, preserving column headers and data types, suitable for direct analysis in Excel.
Select the format that best aligns with how you intend to use the exported data.
Review and Initialise Export: Before finalising, review your selections for contact filters, included data fields, and the chosen file format. Ensure all parameters align with your export objective. Click the Export or Generate Report button to initialise the data extraction process. For large datasets, this may take a few moments.
Download Exported File: Once the export process is complete, a notification will appear, and a download link for your file will be provided. Click the download link to save the file to your local device. The file name will typically include a timestamp for easy identification. Open the downloaded file in your chosen application (e.g., Microsoft Excel, Google Sheets) to verify the data integrity and structure.
Tips
Define Your Purpose: Before initialising an export, clearly identify why you are exporting the data and what information is essential. This guides your selection of contacts and fields, preventing unnecessary data transfer.
Filter Effectively: Use the filtering options to export only the necessary contacts. This reduces file size, simplifies data review, and minimizes the risk of exposing irrelevant information.
Select Only Required Fields: Include only the data fields relevant to your export's objective. Exporting too much data can complicate analysis, increase file size, and pose unnecessary data security risks.
Regularly Back Up Data: Periodically export your complete contact database as a backup measure. Store these backups securely and follow your organisation's data retention policies.
Review Exported Data: Always open and review a sample of your exported file immediately after download. Verify that the data is complete, correctly formatted, and matches your expectations before use.
Secure Exported Files: Treat exported contact data with the same level of security as live data. Store files in encrypted locations, restrict access, and delete them once no longer required, following privacy regulations.
Document Export Parameters: For recurring exports, document the specific filters and fields used. This ensures consistency and reproducibility of your data extraction processes over time.
Understand Data Sensitivity: Be mindful of the sensitive nature of contact information. Ensure any external systems or personnel receiving the exported data adhere to appropriate data handling and privacy protocols.
Need help?
For further assistance, contact us at [email protected]