Taking all of your club's data out

Your club's data belongs to your club. The club's Administrator can download all of it, at any time, without asking anyone and without a reason. It comes as spreadsheets and complete copies that any other system or a spreadsheet program can read, so the club is never tied to Sports Club OS by its records.

How to download it

Open Admin › > Export data and press Download everything. Your browser saves one .zip file. The steps, and what the page says as it works, are in Download all the club's data.

Downloading everything is for the Administrator alone. No other role can be given it, because the file holds every member's personal details.

What you get

One .zip file, named with the date, holding:

• A spreadsheet (CSV) for every kind of record: people and households, membership types, invoices, payments, bookings, shifts and hours, messages, applications, functions, classes, competitions, till sales and the rest. Each opens in Excel, Numbers or Google Sheets.
• A complete copy of each kind of record in JSON, a standard format that other systems read, with nothing flattened.
• A README that gives the date and says what each file holds and how many records it has.
• The whole audit log, from the start.

Every record keeps its own id, which the records that refer to it use, so the links between people, households, invoices and payments survive the move.

What is left out

• Secrets: passwords, sign-in codes, till PINs, and the codes inside link addresses (a TV's, a till's or a receipt printer's address, a website draft's preview address, the links in emails). Leaving them out means the file can never be used to sign in or to reach the club's screens.
• Sports Club OS's own working records: its locks, queues and counts of use.
• Pictures and documents: the website's files, and the pictures in messages and displays.
• The sign-in accounts themselves. The Users page lists every login.

If your club leaves Sports Club OS, the makers of Sports Club OS will work with the club on anything the download does not hold, such as the website's pictures and documents and the sign-in accounts, before the club's account closes. The club's data is then deleted. The Trust Centre says more.

Keeping the file safe

The file holds every member's personal details. Keep it somewhere private, do not email it, and delete your copy when you no longer need it. Each download is written in the audit log: who began it, when, and how many records it held, never what was in it.

A person's own details

A member does not need the club's download to see their own details. They see and correct them on My details, and choose their emails on Email preferences. When someone asks the club to remove them, the office can delete their record: see Delete a member, and what is kept.