Why export your data?
Exporting data from Teamgo is a strategic move for a number of reasons:
Off-site record-keeping & backup – Having a local copy of your visitor / employee check-in/check-out data provides resilience in case of system outage or audits.
Working with other software – Exported data can be imported or analysed in spreadsheets, BI tools, ERPs or other visitor / workforce systems.
Different file formats / archiving – Even if your day-to-day operations remain inside Teamgo, you may need CSV or other formats for long-term archiving, audit trails, or migration.
Security / compliance / data portability – As part of your governance (for example when you support GDPR, data sovereignty or retention policies) you may need to extract data, retain it offline, or hand it to another system. For example, Teamgo supports data portability: “you will be able to easily export all of your data or detailed information linked to an individual person.” (Teamgo Help Center)
Reporting & analytics beyond the dashboard – While Teamgo offers built-in dashboards, an export gives you raw data for custom filters, pivoting, reporting or deeper trend analysis.
What you can export in Teamgo
Here are some of the export-capabilities documented in the help centre:
The “Time & Attendance” module: you can view user check-in / check-out, hours per day, filters by date, group, or user, and then export the data based on the filters and options chosen. (Teamgo Help Center)
In the “Users” or “User list” area: you can export your Users list to a CSV file, modify it (for example for deletion or updates) and then re-import. (Teamgo Help Center)
More generally the “Web Dashboard Overview” article notes: “Timesheet – … allows viewing and export of Users’ sign-ins, sign-outs, and total hours per day.” (Teamgo Help Center)
Data & Privacy settings: although this article is more about retention, anonymisation and deletion, it underscores that you have control over your data (export + anonymise + delete). (Teamgo Help Center)
While the help centre doesn’t currently list every entity you can export (for example raw visitor sign-in logs, or visitor photo attachments) in the publicly accessible article set, it is clear the export functionality exists in key modules.
Step-by-step: How to export your data
Here’s a typical workflow to export data from your Teamgo dashboard. (As always, check you have the correct permissions in your account and you are exporting the correct location / date range for your needs.)
Log in to your Teamgo account and navigate to the dashboard for the location you wish to export.
On the left sidebar, locate the relevant Reports or Analytics section
For employee time & attendance: go to Time & Attendance (or Timesheet) module.
For users list: go to Users.
For visitor reports: go to Sign In Dashboard or
Reports or Analytics. (Teamgo Help Center)
Apply any filters you need:
Date range (e.g., “from 1 Jan to 30 Jun”).
Specific user groups, locations, sign-in points, visitor types, etc.
For the Time & Attendance module: you can specify user name/email, date range, groups. (Teamgo Help Center)
Once the data is visible on screen, look for an Export button or export icon (often upper-right of the table/list).
For Users: In the Users section, click the export icon at the upper right to export your Users list to CSV. (Teamgo Help Center)
Choose the format (commonly CSV). Accept the export, and download the file to your local system or secure drive.
Store or work with the exported data:
Open in Excel, Google Sheets, or other analysis tools.
Import it into other systems if required.
Archive it securely for your records, retention compliance, audit purposes.
If you’re exporting for compliance or retention purposes, consider:
Is the exported dataset containing personal identifiers (names, emails, photos)? If yes, ensure stored securely or anonymised as required.
Does your organisation policy require deletion or anonymisation after export? (Teamgo supports anonymisation/deletion in Data & Privacy Settings). (Teamgo Help Center)
Is the date range sufficient and covers what you need (e.g., last 3 years, per your record-keeping policy)?
Keep a record of the export: date, dataset (e.g., “Visitor sign-in logs – Location A – 1 Jan 2025 to 30 Jun 2025”), who exported it, where it’s stored. This supports audit trails and internal governance.
Best practices & tips
Permissions: Only administrators or users with appropriate roles should perform exports — ensure least-privilege access.
Secure transfer & storage: Once exported, the file may contain sensitive data (visitor names, employee hours). Store it in a secure folder, encrypt if needed, control access.
Retention policy alignment: If your organisation has a policy (e.g., “we keep visitor logs for 7 years then archive”), use the export as a checkpoint—then anonymise or delete older data from the live system if required. Teamgo supports automated anonymisation & deletion. (Teamgo Help Center)
Format & compatibility: CSV is standard and works with many systems—but if your downstream tool expects XLSX, JSON or SQL import, check the format and perform conversion if needed.
Filter carefully: Exporting vast datasets when you only need a subset can be inefficient. Use filters to reduce the volume and improve clarity.
Document the process: Especially in regulated or government contexts (as your RFP work implies), include an internal run-book or SOP for data exports: when to export, what to name the file, where to store it, who signs off.
Audit trail: Keep a log of each export (what, when, by whom, why) so you can demonstrate compliance with internal or external audits.
Other formats / integrations: If you plan to feed the data into BI, CSV may be fine, but ensure column headings, date formats, time zones, decimals are consistent. Check whether the export includes all fields you need (e.g., group names, host names, kiosk IDs).
Schedule regular exports: For ongoing governance, you might set a monthly/quarterly export schedule and archive them into date-stamped files (“VisitorLogs_Q3_2025_LocationA.csv”) so you build an off-site archive over time.
Data minimisation: When exporting, consider whether you need all columns or can exclude personal identifiers (if the purpose is statistical only). Then store minimal personal data to comply with privacy principles.
Summary
Exporting from Teamgo is a practical way to gain control of your data: for backup, analysis, migration, compliance, or simply better internal governance. With a few simple steps — applying filters, using the export function, storing the file securely — you can unlock greater flexibility and assurance over your visitor & workforce data. Given how important visitor management has become in shared-buildings, government environments and multi-site operations, having this export capability is a key asset.