How do I export and import lesson and booking data?

How do I export and import lesson and booking data?

Your booking data belongs to you, and the platform makes it straightforward to take out — for accounting, payroll, an external spreadsheet, or simply your own backups. Exports are well covered; imports are deliberately narrower, and this article is honest about where the line sits.

What you can export

• Bookings — CSV and iCal, from the Bookings tab
• Combined lesson report — platform bookings plus externally logged lessons, from Lessons → Reports & export
• Team schedules — instructor availability as CSV, from Team → Team calendar
• Payroll and hours — CSV, on demand or on an email schedule, from the Team section
• Performance report metrics — CSV from Grow → Performance (covered in what analytics can I see about my school)

Export bookings from the Bookings tab

1. Open Bookings in your dashboard
2. Filter by status, search, or date range — the export respects your current filters
3. Optionally tick individual bookings to export just those; leave everything unticked to export the full filtered list
4. Tap Export CSV

The file downloads as bookings-export-<date>.csv with one row per booking: ID, status, client name, email, phone, lesson type, start and end times, number of people, amount paid, currency, ability level, goals, notes, and creation date.

There's also Export iCal on the same page, which downloads your bookings as a .ics calendar file — useful for importing into Outlook, Apple Calendar, or Google Calendar so lessons appear alongside your other commitments.

Export a combined lesson report

If you also log lessons that were booked outside the platform (phone, walk-in, or your own website), the report export brings both datasets together:

1. Go to Lessons → Reports & export
2. Set the From Date and To Date if you want a specific period — leave them blank for everything
3. Choose the export type: All, FASS Bookings, or External
4. Review the summary (total lessons, confirmed count, revenue, and unique students) and the preview of the first rows
5. Tap Download CSV

The file downloads as school-report-<date>.csv. Each row carries a Source column (FASS or External) so you can tell the two apart, plus student details, dates, times, status, lesson type, group size, instructor, and payment information. The CSV is UTF-8 with a byte-order mark, so accented names open correctly in Excel.

Export team schedules and payroll

• Team → Team calendar exports your instructors' schedules for a chosen date range — one row per shift with instructor, date, start and end times, status (available, unavailable, or tentative), and notes
• Team → Payroll & hours exports a payroll CSV for a date range, covering instructor hours and pay — see how to track payroll and instructor hours
• Team → Payroll export goes one step further: schedule automatic payroll CSV reports delivered by email — weekly, every two weeks, or monthly on a day you choose — to one or more recipients, so your bookkeeper gets the file without anyone remembering to send it

Import instructor schedules from CSV

The instructor schedule CSV import is useful at the start of a season or when moving rotas out of a spreadsheet. It is separate from the lesson catalogue import/drafting workflow:

1. Go to Team → Team calendar and open the CSV import card
2. Tap Download Demo to get a template with sample rows and the exact column headers: instructor_id, instructor_name, date, start_time, end_time, status, and note
3. Fill it in — dates as YYYY-MM-DD, times as HH:MM, status as available, unavailable, or tentative
4. Tap Choose CSV File; the preview validates every row and flags any it can't read, with the reason inline
5. Tap Import Entries — you'll see how many rows imported and how many were skipped

If a row has a name but no instructor ID, the import matches on the name, so exports from other systems usually need only light editing.

Import lesson catalogue details

The lesson-creation AI dialog can draft catalogue entries from supported website links, pasted lesson details, and documents. Review its warnings, prices, currency, dates, and source information before adding or publishing anything. This creates lesson options, not historical customer bookings or a synchronised copy of another booking system. See creating and publishing lessons.

Moving from another booking system

There is currently no bulk import for historical bookings, client lists, or past teaching records — we'd rather say that plainly than promise a wizard that doesn't exist. What does exist covers most transitions:

• Run both in parallel — keep your existing system linked via Grow → External booking so students can still reach it while you ramp up; see how to link your existing booking system
• Log external lessons as you go — lessons booked through other channels can be recorded under Lessons → External, so your reports and exports show the full picture from day one
• Keep availability honest — instructors can subscribe the platform to an outside calendar (iCal), so commitments made elsewhere block their availability here
• Larger migrations — if you have years of history you genuinely need on the platform, contact support to discuss options before doing anything manual at scale

Honest limits

• No bulk import of bookings, clients, or lesson history
• No two-way spreadsheet sync for school data — exports are one-way snapshots
• The iCal export is a download, not a live feed, so re-export when you want fresh data

Exports are available on every plan, so even a Starter school can take its full booking history with it at any time.