> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-refund-reserve-1778070886.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Data management

> Export your data, manage records, and understand how information flows through Sailia.

Sailia provides several tools for exporting your business data. This page covers what data you can access, how to export it, and how to manage your records.

## Exporting data

### Financial exports

The [financial dashboard](/payments/reporting) is your primary tool for exporting payment and transaction data. You can export:

| Export type             | What it includes                                                                                                                   |
| ----------------------- | ---------------------------------------------------------------------------------------------------------------------------------- |
| **Payout exports**      | CSV breakdown of each Stripe payout, including gross amounts, fees, and net payouts                                                |
| **Transaction records** | Individual payment records with customer details, amounts, and payment methods                                                     |
| **Donation exports**    | CSV with donor details, amounts, Gift Aid status, and declaration fields. See [Donations](/payments/donations#exporting-donations) |

To export financial data:

<Steps>
  <Step title="Open the financial dashboard">
    Navigate to the [financial dashboard](/payments/reporting) in your Sailia account.
  </Step>

  <Step title="Apply filters">
    Filter by date range, payment status, or payment method to narrow your results.
  </Step>

  <Step title="Export">
    Select the export option and choose your preferred format. CSV exports can be opened in Excel, Google Sheets, or imported into accounting software.
  </Step>
</Steps>

### Booking data

You can view and filter booking data from the [bookings dashboard](/activities/managing-bookings). Use schedule filters to find bookings by:

* Date range
* Activity type
* Booking status (confirmed, cancelled, pending)
* Staff assignment
* Location
* Customer name or email

### Customer data

Customer profiles in the [customer dashboard](/customers/overview) contain:

* Contact details (name, email, phone)
* Booking history
* Membership and pass status
* Waiver completion records
* Family member details
* Notes added by staff

### Accounting data

If you use the [Xero accounting sync](/integrations/accounting-sync), each payout is automatically sent to Xero as a categorized invoice with a detailed CSV attachment. This includes:

* Line items broken down by accounting category
* VAT rates and amounts
* Account codes and item codes
* Tracking categories

You can also send historical payouts to Xero manually from the financial dashboard.

## Importing data

### Migrating memberships

If you are moving to Sailia from another platform, you can bulk import existing memberships. The import process supports:

* Customer details and membership plans
* Add-ons linked to imported memberships
* Billing continuity through Stripe

See [Migrating memberships](/pricing/memberships#migrating-memberships) for the full import process.

### Customer records

Customer records are created automatically when someone makes a booking or purchase. You can also create customer records manually:

* Through the [customer dashboard](/customers/overview) — add individual customers with their contact details
* Through the [POS](/point-of-sale/overview) — create a new customer during checkout

<Note>
  Sailia does not currently support bulk CSV import of customer records. If you need to migrate a large customer list, contact [Sailia support](mailto:support@sailia.com) for assistance.
</Note>

## Data retention

Sailia retains your data for as long as your account is active. Key points:

* **Booking records** are kept indefinitely for your reference and reporting
* **Cancelled bookings** remain visible in your dashboard with a "Cancelled" status
* **Waiver files** are stored for as long as the customer record exists
* **Financial records** are retained for compliance and audit purposes
* **Workflow history** tracks sent communications for monitoring and debugging

## Monitoring usage

Sailia tracks automated email and SMS volume through usage meters visible in the [financial dashboard](/payments/reporting). These meters show:

* Total emails sent in the current billing period
* Breakdown by communication type (transactional, workflow, marketing)
* Alerts when approaching usage limits

See [Meter usage tracking](/api-reference/meter-tracking) for the technical API behind usage metering.

## Related guides

<Columns cols={2}>
  <Card title="Financial reporting" icon="chart-line" href="/payments/reporting">
    View payment data and export transaction records.
  </Card>

  <Card title="Xero accounting sync" icon="arrows-rotate" href="/integrations/accounting-sync">
    Automatically sync payouts to Xero.
  </Card>
</Columns>