Data export
Your venue's data belongs to you, and you can take it yourself — no support ticket required. An export is useful for accounting and analysis, as a backup before large changes, as an answer to a GDPR request, or simply to keep a copy.
Where: Settings → the “Data export” tab (admin.cenaly.ge).
How to export#
- Select the sections under “What to include”.
- Set the dates under “Order period”.
- If you have several locations, tick the ones you need under “Locations”. Nothing ticked — all locations are exported.
- Need only what changed since the last export? Under “Only changes” set “Changed since”. Empty — a full export.
- Press “Prepare export”.
- Wait for it to finish — the status goes “Queued” → “Collecting data” → “Ready” — and download the ZIP.
You can close the page: the archive is assembled on the server and appears under “Previous exports”.
What goes into the archive#
| Section | What is inside |
|---|---|
| Settings, locations and site pages | Venue profiles, storefront settings, pages and articles |
| Catalog | Products and dishes as CSV plus the source records |
| Orders and customers | Orders for the chosen period and the related contacts |
| Raw order files | Complete source data for every order (heavy — include it only if you really need it) |
| Reviews | Guest ratings and texts |
One location and "only changes"#
| Filter | What it narrows | What stays complete |
|---|---|---|
| “Locations” | settings of the chosen locations and their orders (and so the customer list built from those orders) | the catalog, collections and reviews — they are shared by the whole account |
| “Changed since” | catalog cards, orders and product reviews — only those changed since that day (a new order, a status change, an edited card) | location and account settings — a snapshot, always complete |
“Changed since” works together with “Order period”: an order is included if it was placed within the period and changed after the date. Menu items that do not have their own card yet (one is created on the first edit) are not included in “only changes” — leave the date empty for the full catalog. The archive's manifest.json records which filters it was built with.
A staff member with access to some of the locations sees only their locations in the list, and the archive covers only them.
The “Catalog CSV right now” block has a “Download CSV” button — a quick product export straight in the browser, without preparing the full archive.
Limits and retention#
- By default the export covers the last 24 months and no more than 20,000 orders.
- Photos are not packed into the archive — the files keep links to the images.
- A finished archive is kept for 7 days and then deleted automatically; after that the history link no longer works, so simply build the export again.
What is never included#
Staff PIN codes, integration keys and tokens, passwords. That is deliberate: archives are often forwarded to an accountant or a contractor, and secrets inside them are an unnecessary risk.
All exports: what comes from where#
The account archive is not the only export. Many reports hand out their own table right from their screen, and accounting has separate exports for a closed period. Pick by task:
| What you need | Where | Format and specifics |
|---|---|---|
| Everything about the business at once: settings, catalog, orders, customers, reviews | Settings → "Data export" → "Prepare export" | ZIP with CSV and JSON; built on the server; whole account or chosen locations, optionally "only changes since a date" |
| The product catalog right now | same place, "Download CSV" in the "Catalog CSV right now" block | CSV in the browser, no waiting |
| The orders currently on screen | Orders → "Export CSV" | exactly what the search and status filter selected; ; separator |
| Comparing locations of a chain | Finance → Overview → "Location comparison" → "Download CSV" | revenue, orders, average check, purchases, gross profit per location |
| Stock across all warehouses | Inventory → "Network stock" → "Export CSV" | as of the moment the screen was opened |
| Staff load and visits | Booking journal → "Reports" → "Export CSV" | for the selected months |
| HR reports | Staff → "Reports" → "Download CSV" | for people in your scope |
| Staff action history | Staff → "Action journal" → "Export CSV" | with the journal's filters |
| Accounting journal | Accounting → "Reports" → "Export journal" | your country's format; closed months only; a repeat gives the same file; needs the export right and access to all locations |
| Payroll and HR to 1C:ZUP (Russia) | Staff → Payroll → "1C:ZUP export" | a closed-period package: XML in the 1C exchange format and CSV, with a matching log |
⚠️ There is no "sales → 1C:Accounting" direction yet: the 1C integration pulls items and counterparties from 1C, but does not send sales documents to 1C.
Files and Excel: encoding, separator, formulas#
All our CSV files are saved in UTF-8 with a BOM — Excel shows Cyrillic right away. Three more nuances:
- Separator. The order list and staff action log exports use a semicolon — Russian Excel splits such a file into columns on double-click. Archive files use a comma; if Excel glued everything into one column, open the file via "Data → From Text/CSV" and pick "Comma".
- An apostrophe before text. If a value starts with
=,+,-or@— say, a guest typed=HYPERLINK(…)into a comment — Excel would treat it as a formula and run it. So such text gets an apostrophe and opens as plain text. In the account archive numbers do not get it: a refund of-12.50and a phone+79000000000stay numbers and add up. In the order list export the apostrophe is added before any value that starts with these characters. - Photos are not included in the files — only links to them.
| Symptom | Cause | What to do |
|---|---|---|
| Everything in one column | Excel expected another separator | "Data → From Text/CSV", pick the separator |
| A phone turned into "7.9E+10" | Excel changed the column type | set the column type to "Text" on import |
A cell shows '=… |
the formula guard kicked in | that is fine: this is how formula-like text looks |
What arrives by itself on a schedule#
Scheduled data exports (by email, to the accountant's server) are not available yet — the archive and the journal are built by a button. But a few reports arrive on their own:
- Your own PBX call report — missed calls and callback speed, queues and service level. In Calls, in the PBX log reports, the "📧 Report by e-mail" block: "Send" — daily (for yesterday), weekly (for seven days, on the chosen day) or monthly (on the 1st, for the previous month); "At (local time)" — the hour follows the location's time zone; "To the account owner" and "Also send to" — up to five addresses, for example your accountant or manager.
- Morning booking digest — if a service-booking location is enrolled in Booking Autopilot (Analytics), at 07:00 location time the salon owner gets an email (and a Telegram message) about today: who is booked with whom, free gaps in the masters' schedules, unconfirmed bookings.
A regular export for your accountant today#
Until there is a schedule, a monthly routine works well. It takes ten minutes after the month is closed:
- Close the month in Accounting (if you keep the books) — the journal exports closed months only.
- Accounting → "Reports" → "Export journal": format, month — a file for your accountant's software. Exporting the same month again returns the same file, so repeat it as often as you like.
- Settings → "Data export": tick "Orders and customers", set "Order period" to last month, tick the accountant's location under "Locations", "Prepare export". The archive is kept for seven days — download and forward it.
- In Russia — Staff → Payroll → "1C:ZUP export" for the closed payroll period, if payroll is run in 1C.
- Need an export for missed days (say, the accountant lost the file)? Just build the archive again for that period: the data does not "leave" after an export.
💡 A weekly routine for one location: once a week tick that location under "Locations", set "Changed since" to the day of the previous export and prepare the export — the archive will hold only that week's orders and edits. Automatic delivery on a schedule is not available yet.
Related topics#
- Switch to us — the opposite task: importing data from another system
- Finance — reports without exporting
- Online store — catalog import and export
- Subscription — invoices and payments
FAQ#
Can I export a single location? Yes: tick the locations you need under "Locations". Settings and orders are included only for them; the catalog and reviews are shared by the account and are exported in full. Switching the current location in the panel does not limit the archive — the choice is made in the "Locations" block.
How do I export only what changed since last time? Set "Changed since" under "Only changes". The archive will include catalog cards, orders and product reviews changed since that day; settings are always exported in full.
Can I schedule exports? Not yet: start each export manually with “Prepare export”. “Order period” limits the data included, not how often exports run.
How do I take a snapshot before a bulk menu import? Before importing the catalog, manually select catalog and settings under “What to include”, prepare the export and download the finished ZIP. There is no automatic pre-import snapshot. A quick CSV saves the catalog but does not replace a settings archive; this screen does not provide automatic rollback from a ZIP.
Will the format open in Excel? The catalog and orders are exported as CSV among other formats, which opens in Excel and Google Sheets.
Why is there an apostrophe before some text in the export?
It is a formula guard: text starting with =, +, - or @ would be run by Excel as a formula. With the apostrophe the cell opens as plain text; in the account archive numbers and phones without spaces stay numbers.
Can sales be sent to 1C:Accounting? Not yet: the 1C integration works one way — from 1C to Cenaly. For the accountant there is "Export journal" in Accounting, the orders archive and (in Russia) the 1C:ZUP package.