Exporting your data out of Rosterra

Your data is yours. Rosterra makes a complete export available whenever you want it, no questions asked.

What you get

At /settings/export, click Generate full export. You receive a ZIP with:

• students.csv for every student record.
• guardians.csv for every guardian.
• households.csv for household groupings.
• memberships.csv for every active and past membership.
• attendance.csv for every check-in.
• payments.csv for every payment, refund, and credit.
• classes.csv for your schedule (current and historical).
• events.csv for events you have run.
• promotions.csv for every rank promotion.
• waivers.csv for signature records (the signed waiver text is included as a separate folder of PDFs).
• communications.csv for every email and SMS sent.
• leads.csv for your lead pipeline history.

The export takes a few minutes to generate. You get an email with a download link when it is ready. The link expires after 7 days for security.

When you might use it

• Backup. Some schools take a quarterly export as a paranoia hedge. Rosterra is highly available, but a local CSV gives you peace of mind.
• Migrating to another system later. If you ever leave Rosterra, the export is what you bring with you. Every row, every field.
• Tax filing. Your accountant might want the full payments.csv to reconcile against Stripe.
• Internal analysis. Some schools pull the data into Excel or BI tools for deep analysis.
• Compliance. If a regulator asks for your records.

Format

Everything is plain CSV with UTF-8 encoding. Date columns are ISO 8601 (2026-06-12T14:30:00Z). Money is in cents (so 2500 means $25.00) to avoid decimal weirdness.

Photos and documents

Photos and documents are not in the main ZIP. They have their own export at /settings/export/files. Click and you get a separate ZIP with every uploaded photo, signed waiver PDF, and document, organized by student or family.

Card-on-file

Card numbers are not in any export. They live at Stripe, not Rosterra. If you migrate to a new system, you have to work with Stripe to transfer the card-on-file tokens, or have families re-enter cards. See the migration guides for the details.

Audit log

The audit log (who did what when) is exportable separately at /audit/export. It is a CSV with every meaningful change in your account. Useful for compliance or a "what happened to this record?" investigation.

Frequency limits

You can run a full export once per 24 hours. This is to prevent runaway scripting. If you need more frequent exports for a real reason, contact the Rosterra team.

A note on leaving

If you decide Rosterra is not the right fit, take a final export before you cancel your account. After cancellation, your data is retained for 30 days, then permanently deleted. The 30-day window is to handle "wait, I want to come back" scenarios.