Backup and Export

Web and Mobile

Tattoo Studio Pro stores your data in the cloud and provides manual export options in Settings > Backup: a ZIP of your archived intake forms, a CSV of your client records, and a CSV of your raw appointment requests.

Where to Find Backups

Both export options live in Settings > Backup. The page is called “Backups” on both web and mobile.

Download Backup (ZIP)

Downloads a ZIP file containing your archived intake forms as PDFs. The file is named backup_YYYY-MM-DD.zip.

Use for:

  • Offline records
  • External storage (hard drive, cloud)
  • Regulatory compliance
  • Long-term archiving

How to download:

  1. Go to Settings > Backup
  2. Click “Download Backup”
  3. The ZIP downloads to your device
  4. Save in a secure location

Only forms with a generated PDF are included. Newer forms that have not yet been archived will not appear in the ZIP.

Export Client Data (CSV)

Downloads a CSV of your client database. Before the file generates, a column selection modal lets you pick exactly which fields to include.

Available columns:

  • First Name
  • Last Name
  • Email Address
  • Phone Number
  • Address (street, city, state, zip combined)
  • Date of Birth
  • Date Created
  • Date Updated

Toggle each column on or off in the modal. There is no date range filter on the export, it always includes every client in the database.

Use for:

  • External spreadsheet analysis
  • CRM imports
  • Client data backup
  • Compliance purposes

How to export:

  1. Go to Settings > Backup
  2. Click “Export Client Data”
  3. Pick the columns you want in the modal
  4. Click Download. The CSV saves to your device
  5. Open in Excel, Google Sheets, or similar

Note: Handle exported client data in compliance with applicable privacy regulations (GDPR, CCPA, etc.).

The Clients page does not have its own Export button. Settings > Backup is the only place to export client data.

Export Appointment Requests (CSV)

Downloads a CSV of every appointment request from your Inbox, including pending and declined requests that never became clients. This is available on web.

This is different from the client export above. The client export only covers people who were converted into client records. If someone submitted a request through your public or embedded form and you have not converted them yet, or you declined the request, they will not show up in the client export. They will show up here.

Each row includes the submission date and time, so this export is useful for marketing and ad-conversion tracking, and for following up on leads you have not booked yet.

Columns included:

  • Date Submitted (date and time)
  • Status (Pending, Booked, or Declined)
  • First Name
  • Last Name
  • Email Address
  • Phone Number
  • Preferred Date
  • Preferred Time
  • Notes
  • SMS Consent (Yes or No)
  • Date Converted (the date a request became a booking, if it did)

The export always includes every request across all statuses. There is no column picker or date range filter, you get the full list in one file.

How to export:

  1. Go to Settings > Backup
  2. Click “Export Requests CSV”
  3. The CSV saves to your device
  4. Open in Excel, Google Sheets, or similar

If you want to fire ad-conversion tracking the moment a client submits your embedded request form, rather than exporting after the fact, see the conversion tracking section in the Sharing guide.

Export Booked Appointments (CSV)

The two exports above cover clients and incoming requests. To export your booked schedule, use List view on the Appointments page instead of the Backup page.

  1. Go to Appointments and select the List tab
  2. Set the date range you want, plus any artist, status, or deposit filters
  3. Click Export appointments
  4. Tick the columns to include, then click Export

Columns available:

  • Date
  • Start Time
  • Length
  • Artist
  • Client
  • Client Phone
  • Service
  • Status
  • Deposit (Paid, Awaiting, Refunded, or Not required)
  • Notes

Unlike the two exports above, this one respects what is on screen: the file contains exactly the appointments your date range and filters are showing. Notes is switched off by default because it can make the file long.

This export is available to manager accounts only, and on web only. See Appointments for the rest of List view.

Best Practices

  1. Download backups regularly - monthly or before major changes
  2. Store securely - keep export files in a private, access-controlled location
  3. Multiple copies - local drive AND a cloud storage backup
  4. Privacy compliance - treat exported client data according to your local privacy regulations
  5. Before team changes - export a backup before deactivating a team member

Troubleshooting

Download not starting

  • Check browser download settings and permissions
  • Ensure pop-ups / downloads are not blocked by the browser
  • Try a different browser
  • Check internet connection
  • Contact support if the issue persists

CSV file is empty or incomplete

  • Verify you have client records in the system
  • Refresh the page and try again
  • Contact support if data appears to be missing

ZIP file opens but forms are missing

  • Only archived forms are included in the ZIP backup
  • Newer forms may not yet be archived
  • Contact support if specific forms should be present

Appointment requests export is empty

  • Confirm you actually have requests in your Inbox (Appointments > Inbox)
  • The export includes pending, booked, and declined requests. If your Inbox is empty across all three, the file will be empty
  • If you only use direct bookings and never share a request form, there may be no requests to export
  • Clients - Client management
  • Booking Requests - Processing requests in the Inbox and converting them to appointments
  • Sharing - Public links, embed codes, and conversion tracking for the request form
  • Forms - Forms archive (forms are included in ZIP backup)
  • Settings - Settings overview

Was this article helpful?

See how it works

Book a 20 min demo