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Import and export

Use Settings → Data → Import & Export in Koalafied™ to bring records in, export logs for your own archives or applications, and back up or restore a full archive. All of this runs on your device. There is no developer-hosted backup service.

Import Session Log​

Import Session Log accepts a CSV or text session file, or the ICF Excel coaching log format (.xlsx).

  1. Choose the file.
  2. Review the match preview so people and fields line up as you expect.
  3. Confirm the import.

Use this when you already keep hours in a spreadsheet or in an ICF-style log and want them in Koalafied.

Import People​

Import People accepts a CSV with column mapping (for example name and email).

  1. Choose the CSV.
  2. Map columns to the fields the app expects.
  3. Confirm the import.

People you import can be attached to sessions like people you create in the app.

Export Client Coaching Log (Excel)​

Export Client Coaching Log (Excel) produces an .xlsx file using ICF’s official client coaching log shape: one row per client, suitable for your own applications or archives. Filename style follows icf-client-coaching-log-YYYY-MM-DD.xlsx.

Export Detailed Session Log (CSV)​

Export Detailed Session Log (CSV) writes one row per session for audit-style backups and spreadsheets you control.

Backup and restore (ZIP)​

Backup & Restore creates or reads a full data archive as a ZIP file for Koalafied on Apple devices. Typical filename: koalafied-backup-YYYY-MM-DD.zip.

When creating a backup you can include or exclude:

  • Transcripts
  • Audio files
  • Video files
  • Credential documents (education, mentoring, evaluations, exams, and attached files)
  • Zoom speaker mappings (Zoom display name linked to a person, used for transcripts and assessment)

Restore lets you choose how conflicts are handled (skip versus overwrite). Keep ZIP backups somewhere safe you control before Erase All Data or major migrations.

Overwrite is not replace-all. Matching people and sessions (and related items such as recordings) are updated from the archive. Anything that exists only on this device and is missing from the ZIP is left alone.

After a restore finishes, you can open the results to see how many of each kind of record were created, updated, or skipped, and any errors.

Restoring the same backup again with skip does not double up your records.

Peer practice sessions that share one Zoom meeting stay as separate sessions when that is how you practised. Other sessions from the same Zoom meeting may still be merged; copies that are no longer needed go to Trash. The live Zoom meetings and recordings list is never imported from a ZIP. Each device keeps its own.

When iCloud Sync is on, those merges can reach your other Apple devices. The app asks you to confirm first. Prefer leaving other devices offline, or turning sync off, until the restore finishes and sync has settled. See iCloud sync.

A ZIP backup is also the reliable way to keep records and media together when you erase, migrate, or replace a device. Audio only exists on one device until it has uploaded and downloaded elsewhere.

Your practitioner name, email, and profile photo (when you have one) are included in the backup. AI provider API keys are never written into the ZIP.

Compatibility

ZIP backups are for Koalafied on iPhone, iPad, and Mac. You can restore shared practice data from other Koalafied archives; the Zoom meetings list stays on each device and is not brought over.

Trash and erase​

  • Trash holds deleted items until you empty it, according to the in-app trash behaviour.
  • Trash is not included in ZIP backups. Restoring a backup does not restore items that were only in Trash.
  • Erase All Data is a double-confirmed wipe of app data. If iCloud sync is on, treat this as clearing the synced store as well. Export or back up first if you might need the records.

What is not imported on Apple​

These parts of an archive are skipped or unused on Apple:

  • Zoom meetings and recordings list. Each device refreshes that from Zoom itself. Session links to Zoom and speaker mappings from the archive still import.
  • Zoom email mappings. Kept for compatibility; the Apple app does not use them for sharing or identity.
  • An education entry or credential document that is already present is skipped on re-import so duplicates do not pile up.

What next​