What it is#
RotaRound gives you three kinds of file:
- Lists. Every page with a list you can take away has one Export button. It saves an Excel file of the rows the page shows, after your search, filters and tab.
- Accounting files, on the Exports page: visits to invoice for your accounting software, the pay file, and Download history.
- Everything at once: Export my data in Settings, one ZIP file.
Two documents download as PDFs: an agreement, and an absence record.
A customer list can go back in. The Excel file from the Customers page can be uploaded on Import.
When to use it#
Use Export to keep a copy of a list, to pass it to your accountant, or to work on it in a spreadsheet. Use the Exports page when you invoice or run payroll. Use Export my data for your own copy of everything, or before you close your account.
How to do it#
- Open the list and set it as you want it: the tab, the search and the filters.
- Press Export. On a phone, on the Customers, Team and Missed visits and cancellations pages, it is under More.
- Open the file in Excel. The name carries the day it was made, for example rotaround-customers-2026-10-02.xlsx. A visit history or missed visits file is named by its first and last visit dates instead.
What each Export holds:
- Customers, on the Active tab: a workbook with four sheets. Customers has each customer's contact details, status, monthly value and which list they are on. Properties has one row per service: the address, access instructions, keys, the service, its price, frequency and placement. PriceHistory has each price change. Agreements has each agreement with its state and dates. Every sheet holds only the customers shown.
- Archived and Records: one sheet with the customer, their properties or visit addresses, the day they were archived or their details were removed, and the last visit. Records adds the visits kept. No other personal detail is in it.
- A property's Visit history, or a customer's, from the button beside Properties on their record: the date, time, duration, team member, work, price and status of each visit shown. The customer's file adds the property.
- Team: one row per team member, with contact details, address, the day they joined, leaving date and reason, weekly pattern and hours each day, pay, holiday allowance and holiday used, and notes.
- Absences, for one team member on their record or for the whole team: from, to, days, times, reason and note.
- Missed visits and cancellations: the customer, property, type, visit date, duration, value, team member, reason, whether charged, the day cancelled, the reschedule status and whether emailed. Like the page, it leaves out visits being rescheduled.
- Quotes: the customer, property, work, kind, price ex VAT, total, status, and the days sent, last chased and decided. Every column is there, even one the tab hides.
The other files:
- Invoices and pay: press Exports on the dashboard. Download visits to invoice gives a CSV laid out for your accounting software, and Excel gives an Excel file. Download this period gives a period you choose. In Pay, press CSV or Excel.
- Everything: in Settings, under Export data, press Export my data. A ZIP file downloads.
- An agreement: on the customer's record, open the agreement's History and press Download PDF on an entry.
- An absence record: press Download PDF beside Print and Export.
To bring customers back in:
- Open Customers and press Import. Download template gives an Excel file with the columns and three example rows.
- Choose a CSV or Excel file. The Excel file from Export on the Customers page is read as it is: each row of its Properties sheet is a row, with the type, business name, PO number, email, phone and customer since from its Customers sheet.
- Read the check. Columns the import does not read, such as Placement, Paused and End date, are named. Customers already in RotaRound are listed and skipped, and nothing about them changes. In an account that does not have them yet, they are added.
- To add customers already in RotaRound as new customers, tick Add the customers already in RotaRound again, as new customers.
What your customer sees#
Nothing. No download sends anything to your customers or your team.
What happens next#
The files from the Exports page, and the visit history and missed visits Exports, are kept in Download history. Under Download again, press the format you want, such as CSV or Excel, for the same file as before. Other Exports are not kept. Press Export again for a fresh file.
Visits to invoice that you have downloaded are not offered as ready again.
Good to know#
- The Excel files follow the same rules: the header row is frozen, dates are real dates, money is a number to two decimal places, and phone numbers and postcodes stay as text, so a leading 0 is kept. Nothing in a cell can run as a formula. The import template is the one exception: every cell in it is text.
- Once you remove a customer's personal details, no download holds them. The Records file keeps only the name, the visit addresses and the visits, and invoice files leave out their email.
- Export my data can be made three times a day. The ZIP holds README.txt, owner.csv, customers.csv, team.csv, visits.csv, agreements.csv and the workbook rotaround-data.xlsx, with sheets for team, pay history, absences, customers, properties, price history, services, visits, diary, business, legal and agreements.
- If the account is ever paused or closing, Download your data on that screen gives the same ZIP.
- There is no invoice PDF. Your accounting software makes the invoices from the file.
- An absence PDF holds the absences shown, the same as its Excel file, for one team member or the whole team.
- Downloads work the same in automatic mode ("Let the diary plan itself") and self mode ("I place visits myself").
Related articles#
See also: Invoices and pay
Not what you needed? Contact us and say what you were trying to do.