Data Export & Portability | Organization Settings | Crafted Call
Data Export & Portability
Gallery OwnersUpdated Sep 21, 2026
Your records are yours. Crafted Call has one whole-organization export for backups, compliance and moving to another system, plus targeted exports on the pages where you actually work. This guide covers both, and the separate personal export every individual can request for their own account.
The full organization export
Go to Admin → Settings → Organization and open the Advanced section. Data export is there.
Choose Request data export. Crafted Call assembles the file in the background and emails you a link when it is ready. The download is available for seven days.
This is an Owner-only action. An Admin cannot run it, and that is deliberate: it produces every record your organization holds in one file.
The export contains:
Your organization profile and settings
Members and roles
Calls and submissions
Exhibitions
Sales and payments
It arrives as a ZIP archive holding a structured file of the whole organization plus a spreadsheet-ready file for each of those areas, so you can open the parts you need in a spreadsheet and keep the rest as an archive.
Targeted exports
Most day-to-day exporting is done from the page you are already on, and it respects the filters you have applied there:
Submissions export from a call's submission list.
Payments and transactions export from the finance pages, in CSV, Excel or structured data. See Analytics and Reports Overview.
Payout detail exports from Payout Reports, one row per payment. See Tracking Artist Payouts.
Financial reports generate as PDF, Excel or structured data.
The activity log exports as CSV matching the filter you set.
Expenses export from the expense list.
Filter first, then export. Every one of these exports what you are looking at, not the whole table.
Which format to choose
CSV opens anywhere and is the right default for a list you are going to sort, filter or import somewhere else.
Excel keeps the structure across multiple sheets and is the better answer when you are handing the file to a person rather than a system.
Structured data is for a developer or another platform reading the file. Use it for migration and integration, not for reading.
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An individual's own data
Anyone with a Crafted Call account, artist or team member, can request their own personal data from Your Data in their account settings.
Export my data requests a copy of the personal data Crafted Call holds about them, including submissions, payments and messages. It is prepared in the background, emailed as a download link, and also listed on the same page. The link is valid for seven days, and a fresh export can be requested at any time.
Delete my account permanently removes the account and its personal data. Financial transaction records are kept where the law requires, with the person's identity removed from them. There is a 30-day window in which the deletion can be cancelled.
Deletion is refused while the person is the only Owner of an organization, while they have pending payouts, or while their account is under a legal hold, and the page says which of those is in the way.
Deleting a personal account is not the same as removing someone from your organization. To remove a team member, see Team Members and Permissions.
Handling exported data carefully
An export is the least protected copy of your data, because from the moment it is downloaded it is a file on somebody's laptop.
Download to a secure location straight away, and do not forward the link.
Export only the fields you need. A subscriber list for an analysis does not need every field you hold.
Exclude people who unsubscribed from any list you intend to email elsewhere. Consent does not travel with the file.
Delete working copies when the task is finished.
Consent and marketing rules differ between the United States, Australia and New Zealand. See Email Consent by Country before you take a subscriber list to another platform.
Exports are recorded in your activity log, so you can see who exported what and when.
Troubleshooting
I cannot find the export. The full organization export is Owner-only and lives under Organization settings, in the Advanced section.
The link expired. Request the export again. Links last seven days by design.
A large export is slow. It is prepared in the background and you are emailed when it is ready. Check your email before requesting a second one.
The file is missing recent records. Check the filters on the page you exported from. A page export follows the current filter exactly.
