Export your customer list

Setora lets you download Customer records as a CSV from the Customers area in Hub. The file contains personal data, so check the scope before you download it and keep it in an approved, secure place afterwards.

1. Check what the customer export contains and who can authorise it.
2. Open Customers and choose the export scope.
3. Select an Owner or Manager and enter their kiosk PIN.
4. Check the downloaded CSV, then store or share it safely.

1. Check the export scope and authorisation

The customer export contains one row for each matching Customer, with these columns:

• First Name
• Last Name
• Email
• Phone
• Marketing Consent
• Total Bookings
• Last Booking Date, the most recent completed Booking date Setora has for that Customer

It does not include consultation notes, formulas, allergy or patch-test records, photos, attachments or payment card details. It is a customer-record export, not a complete copy of every Setora report or setting. Bookings, Services and some reports have their own export actions where available.

The person starting the export needs permission to view Customers and request an export. Every customer export also needs a separate check by an Owner or Manager who has a kiosk PIN. This means a permitted team member can start the request, but the data is not downloaded until an eligible Owner or Manager authorises it. A kiosk PIN must be four to six digits.

Keep this in mind: Do not share a kiosk PIN with the person requesting the file. The PIN is entered by the selected Owner or Manager in the authorisation dialog.

2. Choose what to export

1. Sign in to Setora Hub and open Customers.
2. Select Export.
3. Choose Export current view when you want the Customers matching the current search or a non-default sort, or choose Export all for the full customer list.

Export current view includes the current search and any non-default sort. It is not limited to the rows on the page. With the default Customers sort, the CSV is ordered by First Name. The option appears only after you search or choose a non-default sort. Otherwise use Export all.

3. Complete the PIN authorisation

The Manager PIN required dialog opens before the file is created.

1. Select the Owner or Manager who will authorise the export.
2. Enter that person's kiosk PIN.
3. Select Authorise export.

The PIN is checked before the export is downloaded. If it is wrong, the export does not start. If there is no eligible Owner or Manager, or nobody has a kiosk PIN set, ask an Owner or Manager to set one in Hub before trying again.

Check before moving on: Make sure the selected authoriser is the right person and that the export scope is correct before entering the PIN.

4. Check the downloaded CSV

After authorisation, Setora downloads a CSV file. Open it in a spreadsheet application or text editor and check that:

• the headers match the seven fields listed above;
• the number of rows is what you expected for the full list or your current view;
• names and contact details are readable;
• Marketing Consent shows Yes or No; and
• Last Booking Date is blank where a Customer has no completed Booking.

Keep the original CSV unchanged if you may need to import it into another system. Make a separate working copy if you need to clean or transform the data.

5. Store and share the file safely

Treat the CSV as confidential personal data. It can contain Customer names, phone numbers, email addresses and marketing consent.

• Save it in approved business storage with access controls and encryption where available. Do not leave it in a shared Downloads folder.
• Give access only to people who need it for a clear business task. Check the recipient and the file before sending.
• Use your approved secure file-sharing service with an expiry date and restricted access when sharing is necessary. Avoid public links and ordinary email attachments where a safer option is available.
• If you must send an encrypted archive, share the password through a different channel. Never put the password in the same message as the file.
• Do not upload the CSV to public tools or paste its contents into chat, documents or spreadsheets that the wider team can access.
• Delete temporary copies, old downloads and expired sharing links when the task is complete. Keep only the copy your business actually needs, in line with your privacy policy and data-handling process.

For wider information about personal data rights and responsibilities, read Setora's GDPR information. If you are moving data from another platform into Setora, the customer management guide explains the fields supported by customer records.

If the export does not work

• If Export is missing or the request is denied, ask an Owner or Manager to check your role and confirm that you are in the correct Setora organisation.
• If Export current view is not shown, search for a Customer or choose a non-default sort. Export all is still available.
• If no authorisers load, refresh Hub and check that an Owner or Manager belongs to the same organisation.
• If the selected authoriser has no kiosk PIN, ask them to set one before retrying.
• If the PIN is rejected, check that the correct Owner or Manager was selected and enter the current four to six digit kiosk PIN. Five failed attempts lock further attempts for 15 minutes.
• If the file has the wrong Customers, return to the Customers list, check the search and export again. Do not try to edit the original file to hide an incorrect scope.
• If the download fails after authorisation, do not repeatedly share or re-enter the PIN. Refresh Hub and try once more.

If the export still fails, open the Help Centre chat and tell us the export scope you selected, the message Hub showed, your account role and the time you tried. Do not send Customer names, contact details, CSV contents or kiosk PINs in the support chat.