Data Export & Backup Strategy: Keep Your Organization's Data Safe

Last updated: April 2026

Your organization's data — member contact information, event history, financial records, email communications — is valuable. Whether you need a backup for peace of mind, a quick export for a specific task, or a complete data package for compliance or migration, Sodalo provides multiple export options.

This guide explains every export method available in Sodalo, what data each export includes, best practices for backups, and how to handle data requests and compliance requirements.

Why Export Your Data?

Common reasons to export data from Sodalo:

1. Backups: Protect against accidental deletion or data loss
2. Analysis: Import into Excel/Google Sheets for custom reports
3. Compliance: GDPR, state privacy laws, or member data requests
4. Migration: Moving to a different platform (data portability)
5. Printing: Create printed rosters or directories
6. Integration: Import into other systems (QuickBooks, mailing services)
7. Record keeping: Annual archives for organizational history
8. Reporting: Generate custom reports for board meetings

Three Types of Exports

Sodalo offers three export methods, each suited for different purposes:

1. Quick CSV Export (Member Roster)

Best for: Quick member lists, importing into spreadsheets, mailing labels
- Format: CSV (Comma-Separated Values)
- Access: Secretary, Admin, or Owner
- Data included: Member roster with selected fields
- Speed: Instant (downloads immediately)

2. PDF Roster Export

Best for: Printed directories, sharing read-only member lists
- Format: PDF
- Access: Secretary, Admin, or Owner
- Data included: Member roster with selected fields
- Speed: Instant (generates and downloads)

3. Full Organization Data Export (ZIP Archive)

Best for: Complete backups, compliance, migration, disaster recovery
- Format: ZIP file containing multiple JSON files
- Access: Admin or Owner only
- Data included: EVERYTHING (members, events, emails, dues, minutes, etc.)
- Speed: A few seconds (comprehensive data package)

Let's explore each method in detail.

1. Quick CSV Export (Member Roster)

The CSV export is your go-to for quickly exporting member information.

How to Export Member Roster as CSV

Method 1: Basic CSV Export (Visible Columns)

1. Go to Staff Dashboard → Members
2. (Optional) Filter members by status, search, or custom fields
3. (Optional) Customize visible columns using the Columns dropdown
4. Click "Export" button → Select "Export CSV (visible columns)"
5. CSV file downloads to your computer

What's included: Only the columns currently visible in the member list (name, email, phone, status, etc.)

Method 2: Full CSV Export (All Fields)

1. Go to Staff Dashboard → Members
2. Click "Export" button → Select "Export CSV (all fields)"
3. CSV file downloads with ALL member data

What's included:
- All standard fields (name, email, phone, address, status, joined date, birthday, board title)
- All custom fields (badge number, committee, shirt size, etc.)
- Email status (active, bounced, unsubscribed, complained)
- Investigation notes (staff-only field)
- Internal notes
- Created/updated timestamps

File naming: {org-slug}-members-{date}.csv
- Example: elk-lodge-123-members-2026-04-23.csv

What to Do With CSV Exports

Import into Excel or Google Sheets:
- Open Excel → File → Import → Select CSV
- Data loads into spreadsheet for sorting, filtering, analysis

Create mailing labels:
- Import into Word Mail Merge or label software
- Use address fields to print envelopes or labels

Import into other software:
- Many CRMs, accounting systems, and email marketing tools accept CSV imports
- Map Sodalo fields to your destination system's fields

Filter and analyze:
- Sort by joined date to see newest members
- Filter by status to count active vs. inactive
- Use custom field columns to segment members (committee, classification, etc.)

Tips for CSV Exports

Customize columns first:
- If you only need name and email, hide other columns before exporting
- Smaller exports are easier to work with

Filter before exporting:
- Export only active members: Filter → Status → Active
- Export only prospects: Filter → Status → Prospect
- Export specific committees: Filter → Custom Field

Open in the right program:
- Excel: Best for analysis, sorting, pivot tables
- Google Sheets: Best for sharing with others, collaborative editing
- Text editor (VS Code, Sublime): Best for debugging import issues

Handle special characters:
- CSV files use UTF-8 encoding
- If you see weird characters (é, ñ, etc.), make sure your spreadsheet app is set to UTF-8

2. PDF Roster Export

PDF exports create polished, printable member directories.

How to Export Roster as PDF

1. Go to Staff Dashboard → Members
2. Click "Export" button → Select "Export PDF"
3. Choose which fields to include:
4. ☐ Name
5. ☐ Email
6. ☐ Phone
7. ☐ Address
8. ☐ Member Status
9. ☐ Joined Date
10. ☐ Board Title
11. ☐ Custom Fields (select which ones)
12. Click "Generate PDF"
13. PDF downloads to your computer

File format: Professional table layout with your organization's branding

When to Use PDF Exports

Printed directories:
- Distribute at meetings
- Include in welcome packets
- Create hardcopy backups for filing

Board meetings:
- Attach to meeting minutes as official roster
- Share with board members for review

Sharing with non-tech members:
- Email to members who don't use the portal
- PDF is universally readable (no special software needed)

Security:
- PDFs are harder to edit than CSVs
- Good for "view-only" distribution

Tips for PDF Exports

Select only needed fields:
- Too many fields = crowded, hard-to-read PDF
- Typical: Name, Phone, Email (fits nicely on letter-size paper)

Preview before mass printing:
- Generate PDF, open it, check formatting
- Make sure all data fits on pages properly

Consider privacy:
- If distributing to all members, exclude sensitive fields (investigation notes, private notes)
- Respect member directory privacy settings

Combine with filtering:
- Filter members first (e.g., Active + Honorary only)
- Then export PDF of filtered list

3. Full Organization Data Export (Complete Backup)

The full data export creates a comprehensive backup of your entire organization.

What's Included in Full Export

The full export ZIP file contains 15+ JSON files:

1. organization.json — Organization metadata (name, plan, settings)
2. members.json — Complete member roster (all fields + custom fields)
3. member_roles.json — Staff role assignments (who has Admin, Secretary, Treasurer, etc.)
4. member_notes.json — All private staff notes on members
5. member_field_definitions.json — Custom field schema (field types, options, settings)
6. events.json — All events (past and future)
7. event_rsvps.json — Event RSVPs and responses
8. event_attendance.json — Event check-in records
9. event_attachments.json — Event files and attachments
10. volunteer_shifts.json — Volunteer shift definitions
11. email_templates.json — Saved email templates
12. email_blasts.json — Email blasts sent (subject, body, recipients)
13. email_history.json — Individual email send records (opens, clicks, bounces)
14. dues_rates.json — Dues rate definitions
15. dues_invoices.json — All dues invoices
16. dues_payments.json — All dues payment records
17. meeting_minutes.json — Meeting minutes and documents

File format: JSON (JavaScript Object Notation) — structured, machine-readable data

File size: Typically 1-10 MB for small/medium organizations, up to 50+ MB for large organizations with extensive history

How to Perform Full Data Export

1. Log in as Admin or Owner
2. Go to Staff Dashboard → Settings → Exports tab
3. Scroll to "Full Organization Data Export"
4. Click "Download Full Backup (ZIP)"
5. Wait a few seconds while export generates
6. ZIP file downloads to your computer

File naming: {org-name}-full-export-{date}.zip
- Example: Elk-Lodge-123-full-export-2026-04-23.zip

What to Do With Full Export

Store as backup:
- Save to your computer, external hard drive, or cloud storage (Google Drive, Dropbox)
- Keep multiple dated versions (monthly or quarterly backups)

Compliance and data requests:
- Member requests their data under GDPR or state privacy laws → Extract their records from members.json
- Regulatory audit → Provide complete export as evidence of data retention

Migration to another platform:
- If you ever leave Sodalo, you have all your data in portable format
- Import into new system (may require custom scripts to convert JSON to new format)

Disaster recovery:
- If Sodalo experiences a catastrophic failure (highly unlikely), you have a recent backup
- Contact Sodalo support to restore from your backup

Data analysis:
- JSON files can be imported into databases, Python scripts, or data analysis tools
- Extract insights not available in standard reports

Understanding JSON Format

What is JSON?
- Structured text format that's both human-readable and machine-readable
- Used by developers and data analysts
- Can be opened in any text editor

Example snippet from members.json:

{
  "id": 42,
  "first_name": "John",
  "email": "[email protected]",
  "member_status": "active",
  "joined_date": "2024-01-15",
  "custom_fields": {
    "Committee": "Finance",
    "Shirt Size": "L"
  }
}

How to view JSON files:
- Text editor: Notepad, VS Code, Sublime Text
- JSON viewer: Online tools like jsonviewer.stack.hu
- Spreadsheet conversion: Use a JSON-to-CSV converter online, then open in Excel

Not user-friendly for non-technical users:
- If you're not comfortable with JSON, stick with CSV or PDF exports for routine tasks
- Full export is meant for backups and technical use cases

Export Permissions: Who Can Export What?

Different staff roles have different export access:

Why restrictions?
- Secretary access: Manages members and communications, needs roster exports
- Treasurer access: Manages finances, needs payment exports for QuickBooks
- Admin/Owner access: Full organizational control, needs complete backups
- Viewer/Member: Read-only or limited access, no export capabilities (prevents data leaks)

Backup Recommendations

How often should you back up your Sodalo data?

Small Organizations (Under 100 Members)

Backup frequency: Quarterly (every 3 months)
- January, April, July, October
- Before major events or officer transitions

Backup type: Full data export (ZIP)

Why quarterly:
- Lower activity, less data changes
- Full export captures everything you need
- Easy to manage 4 backups per year

Medium Organizations (100-300 Members)

Backup frequency: Monthly
- First Monday of each month (set a calendar reminder)
- Before and after major events (conference, fundraiser, election)

Backup type: Full data export (ZIP)

Why monthly:
- More activity, more members, more risk
- Monthly cadence is easy to remember
- Captures regular membership changes and events

Large Organizations (300+ Members)

Backup frequency: Weekly or bi-weekly
- Every Monday morning
- Before any major database changes (imports, deletions)

Backup type: Full data export (ZIP)

Additional: Quarterly CSV exports for quick access to member lists

Why weekly:
- High activity, frequent changes
- Weekly backups minimize data loss window
- Large organizations can afford to lose less data

All Organizations: Annual Archives

Once per year (end of calendar/fiscal year):
1. Perform full data export
2. Export CSV of all members (full export)
3. Export QuickBooks CSV (if using dues tracking)
4. Store in permanent archive (Google Drive, Dropbox, external hard drive)
5. Label clearly: "Lodge-123-Annual-Archive-2026.zip"

Why annual archives:
- Historical record of membership and activities
- Required by some organizations for record retention policies
- Useful for multi-year trend analysis

Where to Store Backups

Local storage (your computer):
- ✅ Fast access
- ✅ No internet required
- ❌ Risk of hardware failure, theft, fire
- Best practice: Don't rely on local storage alone

External hard drive:
- ✅ Separate from your computer (safer)
- ✅ Large capacity, inexpensive
- ❌ Can fail, can be lost/stolen
- Best practice: Keep offsite (not in same building as computer)

Cloud storage (Google Drive, Dropbox, OneDrive):
- ✅ Accessible anywhere
- ✅ Automatic redundancy and disaster recovery
- ✅ Versioning (keeps old versions)
- ❌ Requires internet access
- ❌ Potential privacy concerns (encrypt sensitive data)
- Best practice: Primary backup location for most organizations

Encrypted USB drive:
- ✅ Portable and secure
- ✅ Good for highly sensitive data
- ❌ Easy to lose
- Best practice: For compliance copies or offline archives

Recommended Backup Strategy (3-2-1 Rule)

3 copies of your data:
1. Original (in Sodalo)
2. Backup #1 (cloud storage like Google Drive)
3. Backup #2 (external hard drive or second cloud service)

2 different storage types:
- Cloud storage (Google Drive)
- Physical storage (external hard drive or USB)

1 copy offsite:
- At least one backup NOT in your office
- Cloud storage counts as offsite
- Or: External hard drive kept at home (if office is separate)

Why this matters:
- Protects against hardware failure, fire, theft, ransomware, accidental deletion
- Industry-standard backup practice

QuickBooks Export (Dues Payments)

If you're using Sodalo's dues tracking and QuickBooks for accounting, you can export dues payments in a QuickBooks-compatible format.

How to Export for QuickBooks

1. Log in as Treasurer, Admin, or Owner
2. Go to Staff Dashboard → Dues → Reports
3. Click "Export for QuickBooks (CSV)"
4. CSV file downloads with columns: Date, Type, Name, Amount, Memo

What's included:
- All dues payments (up to last 5,000 payments)
- Payment date, member email, amount, invoice number

How to import into QuickBooks:
1. Open QuickBooks
2. File → Utilities → Import → IIF or CSV
3. Map Sodalo columns to QuickBooks fields
4. Import payments

Frequency: Monthly or quarterly, depending on your bookkeeping schedule

Handling Data Requests (GDPR, CCPA, Privacy Laws)

Members may request their personal data under privacy laws like GDPR (Europe) or CCPA (California).

How to Fulfill a Data Request

Step 1: Verify the request
- Confirm the request is from the actual member (don't send data to impostors)
- Call, email, or meet in person to verify identity

Step 2: Export member data

Option A: Export full organization data and extract member's records
1. Perform full data export (ZIP)
2. Open members.json
3. Search for the member's email address
4. Copy their entire record
5. Open email_history.json and event_rsvps.json to find their activity
6. Compile into a single PDF or document

Option B: Use CSV export and filter
1. Export CSV (full export)
2. Open in Excel, search for member
3. Copy their row
4. Send member a PDF summary of their data

Step 3: Provide data to member
- Email PDF summary or CSV with just their row
- Explain what data you hold and how it's used
- Inform them of their rights (update, delete, etc.)

Response time: Most laws require response within 30 days

Right to Erasure ("Right to Be Forgotten")

If a member requests deletion of their data:

Step 1: Check legal requirements
- Some organizations must retain member records for legal/regulatory reasons (e.g., 501(c)(3) nonprofits, tax records)
- Consult your bylaws or legal counsel

Step 2: If deletion is allowed:
1. Go to member's profile in Staff Dashboard
2. Change status to "Resigned" (keeps minimal record for compliance)
3. Delete or redact personal data:
- Email → deleted-member-{id}@example.com
- Phone → blank
- Address → blank
- Notes → "Record deleted per member request"
4. Document the deletion request (date, who requested, who processed)

Step 3: Confirm with member
- Email confirmation that data has been deleted
- Explain any records you must retain for legal compliance

Important: You may need to retain financial records (dues payments) for tax purposes even if you delete contact info.

Organization Deletion and Data Retention

If your organization decides to stop using Sodalo, here's what happens to your data.

Soft Delete (30-Day Grace Period)

How to delete your organization:
1. Log in as Owner
2. Go to Settings → Danger Zone → Delete Organization
3. Confirm deletion

What happens immediately:
- Organization is hidden from public view
- Staff and members lose access
- Scheduled emails and invoices stop
- Stripe subscription is canceled

Grace period: 30 days
- Your data is preserved for 30 days
- If you change your mind, contact [email protected] to restore
- No data is permanently deleted during this period

Hard Delete (After 30 Days)

After 30 days:
- All organization data is permanently deleted
- Members, events, emails, dues records — everything is removed
- This cannot be undone

Before the 30-day deadline:
- Perform a full data export (ZIP) as your final backup
- Store the export securely (cloud storage, external drive)

Why 30 days:
- Protects against accidental deletions
- Gives you time to reconsider or export data
- Industry-standard grace period

Data Portability and Migration

If you ever need to migrate from Sodalo to another platform, your data is portable.

Exporting for Migration

Step 1: Full data export
- Perform full organization data export (ZIP)
- Download all 15+ JSON files

Step 2: Convert to new platform's format
- Most platforms accept CSV imports for members and events
- Convert JSON to CSV using online tools or custom scripts
- Map Sodalo fields to new platform's fields

Step 3: Import into new platform
- Import members CSV
- Import events CSV
- Manually recreate settings, templates, and custom fields

Common migration targets:
- Wild Apricot
- MemberClicks
- NeonCRM
- ClubExpress
- Custom CRM or database

Sodalo support: Email [email protected] if you need help with data migration. We can provide guidance or custom export formats to ease the transition.

Data Security Best Practices

Your exports contain sensitive member data. Protect them.

Protecting Exported Files

Encrypt sensitive exports:
- If exporting full data or member lists with addresses/phones, encrypt the file
- Use 7-Zip or WinRAR to create password-protected ZIP files
- Or use cloud storage with encryption (Google Drive, Dropbox with 2FA)

Don't email unencrypted exports:
- Email is not secure
- Attachments can be intercepted
- Use secure file sharing (Google Drive share link with password)

Delete old exports from downloads folder:
- After uploading to cloud storage, delete local copies
- Don't leave sensitive CSV files sitting in Downloads folder indefinitely

Limit access:
- Only Admins, Owners, or Secretaries should have export access
- Don't share exports with unauthorized people
- Use staff roles to restrict export permissions

Audit exports:
- Periodically review who has downloaded exports
- Check cloud storage permissions (who can access backup files)

Export Checklist

Before exporting data, run through this checklist:

Purpose:
- ☐ I know why I need this export (backup, analysis, compliance, etc.)
- ☐ I've chosen the right export type (CSV, PDF, or full export)

Permissions:
- ☐ I have the necessary staff role to perform this export
- ☐ I'm authorized to access this data

Privacy and Security:
- ☐ I will store the export securely (cloud storage, encrypted folder)
- ☐ I will not share the export with unauthorized people
- ☐ I will delete local copies after uploading to secure storage

Data Accuracy:
- ☐ Member data is up to date (no stale bounces, correct statuses)
- ☐ I've applied appropriate filters if needed
- ☐ I've selected the correct fields for my purpose

Follow-Up:
- ☐ If this is a backup, I've labeled it clearly with date
- ☐ If this is for a data request, I've verified the requester's identity
- ☐ If this is for migration, I have a plan for converting the format

Troubleshooting Exports

"Export button is grayed out"
- You don't have the required staff role
- Secretary, Admin, or Owner needed for CSV/PDF
- Admin or Owner needed for full data export
- Contact your organization's admin to request access

"CSV file won't open in Excel"
- File may have opened in wrong program (Notepad, browser)
- Right-click CSV → Open With → Microsoft Excel
- Or open Excel first, then File → Import → CSV

"Characters look weird in CSV (é shows as é)"
- Encoding issue (Excel not recognizing UTF-8)
- Solution: Import CSV with encoding set to UTF-8
- Excel → Data → Get External Data → From Text → Select UTF-8 encoding

"Full export is taking a long time"
- Large organizations with lots of data may take 10-30 seconds
- Don't close the browser window while export generates
- If it fails, contact [email protected]

"I need data that's not in any export"
- Email [email protected] with your specific request
- We can create custom exports for compliance or migration needs

"I accidentally deleted members before exporting"
- If deletion happened recently, contact [email protected]
- We may be able to restore from backups
- This is why regular backups are critical

Need Help?

If you need assistance with exports, backups, compliance, or data migration:

Email us: [email protected]

Include:
- What you're trying to accomplish (backup, GDPR request, migration, etc.)
- Which export type you're using
- Any error messages or issues you're experiencing

We're happy to help you export your data safely and securely.