Your data
Your data is yours.
Take everything ContactRoll holds for your organization as one file, whenever you like. Bring your contacts in from another CRM. And if you leave, your data is deleted, not kept.
What you can take out
Export all your data, any time. On every plan, Free included, an Owner or an Administrator can download everything ContactRoll holds for your organization as one file, whenever they like, with no request to us and no fee. It keeps working while an account is read-only, and after you close it, until the day it is deleted. How to export.
- Everything, in one file. On the Team page, Download everything gathers every contact, company, case, message, internal note, task, saved reply, marketing record and team member the organization holds into one JSON file named after your organization and the day. It is gathered in parts and saved once every part has arrived, so what you get is complete; if something stops it partway, the page says so and you press it again.
- Everything about one person. On a contact’s page, Download it as one file gives their record, their cases with every reply and note, their deals, their calls, consent and unsubscribes, as one JSON file, ready to answer a data request.
- The attached files. Every file a customer attached is listed under the export, grouped by the case it came on, and each downloads with one press.
- Recordings. Call recordings stay in your own Twilio account. The export names each one, with when it was made and how long it is. You choose how long recordings are kept, and transcripts, if you switch them on, go with their recordings.
- Reports and the audit log. Each report downloads as a CSV file, and so does the audit log.
- Through the API and webhooks. On Plus, an API key reads contacts, companies, deals and cases, and webhooks send changes to an address you choose.
Only an Owner or an Administrator can export, or a member whose role you have given the permission. Every export goes in the audit log, with who made it and when.
What you can bring in
Import contacts from a CSV file, up to 2,000 rows and 5 MB a file. A file exported from HubSpot, Pipedrive, Salesforce or Zoho CRM is matched as it comes: their email, name, company and phone columns are read for you, and you can change any match.
- You see what every row would do before anything is written: a new contact, a person already here whose blank fields are filled in, or a refusal with its reason.
- People already in ContactRoll keep what they have: a field they already hold is never changed.
- Marketing consent comes in only with the evidence you record for it.
Importing contacts from a file walks through it.
If you leave
The Owner closes the account on the Team page, directly below Download everything, so the data can be taken first. Then:
- The account stops for every member at once, and anything emailed to your support address afterwards is turned away.
- For 30 days the Owner can reopen it, and everything comes back as it was.
- After that, everything is deleted within a further 30 days: every case, message, contact, internal note and attached file. Once deleted, it is gone for good.
- The Owner and the Administrators can still download everything and the attached files until the day it is deleted.
- ContactRoll keeps one short note that a deletion happened, with dates and counts, and nothing else.
A recording in your own Twilio account is yours there, and you decide when to delete it. Deleting a recording, or a person, from ContactRoll deletes it at Twilio too.
Questions
Can I get everything out in one go?
Yes. An Owner or an Administrator opens the Team page and presses Download everything, and gets one JSON file with every contact, company, case, message, internal note, task, saved reply, marketing record and team member the organization holds.
What format is the export?
JSON for the whole organization and for one person. Reports and the audit log download as CSV files. The API returns JSON.
Can I bring my contacts from another CRM?
Yes. Import a CSV file, including one exported from HubSpot, Pipedrive, Salesforce or Zoho CRM. The import shows what it would do with every row before it writes anything.
What happens to my data if I leave?
The Owner closes the account. It stops for everyone at once and can be reopened for 30 days; after that, everything is deleted, attached files included, within a further 30 days. You can download your data first, and the downloads keep working until the day the account is deleted.
Who can export?
The Owner and the Administrators among the ready-made roles. The Roles page lists both downloads as sensitive permissions and shows who holds each one today, and every export is recorded in the audit log.