Overview
When your agreement with Appical ends, your organisation has the opportunity to export the data entered into the platform during your subscription.
Most data can be exported directly from the Appical Editor. If you need a complete export of your course content, images from the Asset Library, or are unable to export the required data yourself, you can contact our Support Team for assistance.
📌 Important: Data export deadline
You have 15 days after your agreement with Appical ends to export your organisation's data or request a complete data export through our Support Team.
After this 15-day period, Appical is entitled to delete your organisation's data without further notice.
We recommend exporting your data before your agreement ends to ensure you have enough time to collect and review everything you need.
Export course text content
If you want to keep a copy of your course's written content, you can export it directly from the Appical Editor. The export is downloaded as an Excel file. For more detailed course data, such as settings, metadata and image URLs, see the comparison in section 2.
Steps to export:
Open the Appical Editor.
Navigate to the Courses tab in the sidebar menu.
Select the course you want to export.
Click the menu icon next to the course title.
Select Export as.
Choose Export All Course Text Content.
Optionally, select Include HTML tags if you want to add the HTML tags.
Click Export.
Check your email inbox or download the file to get the Excel export.
Repeat these steps for each course you want to export.
📌 Note: This export does not include everything. For a more detailed export of your course data, request a Full Course Export (see section 2). To keep a copy of your uploaded images, see section 6.
Related article: Export Text Content from your course
Request a full course export
If your organisation needs a complete export of its course content, you can submit a request through our Support Channel. This may be useful when moving to another platform and wanting to retain your existing course materials.
Contact our Support Team and explain that you would like to request a full export of your organisation's course content. Our team will review your request and assist you with the available options.
→ Course export options: comparison
Content / Feature | Export All Course Text Content | Full Course Export |
Course, chapter, story and page text | ✅ | ✅ |
Questions, answers and feedback | ✅ | ✅ |
FAQ and glossary content | ✅ | ✅ |
People and profile information | ✅ | ✅ |
Course settings and metadata | Limited | ✅ More detailed |
Language and unlock-day information | ❌ | ✅ |
Image URLs and references | ❌ | ✅ |
Answer correctness settings | ❌ | ✅ |
Modification dates and additional IDs | ❌ | ✅ |
Actual image files | ❌ | ❌ |
Export method | Directly in the Appical Editor | Request through Support |
→ Which export should you choose?
Your goal | Recommended option |
Keep a copy of your course's written content | Export All Course Text Content |
Retain detailed course information, including settings and metadata | Full Course Export |
Download actual images uploaded to the platform | Request an Asset Library export through Support (see section 6) |
Export new hire data using Reporting
The Reporting section in the Appical Editor allows you to export information about your new hires, including their progress, scores, and responses.
We recommend using either Group/Multiple reports or Custom Reporting, depending on the information you want to export. If your organisation uses the Manager Toolkit, you can also export a Manager Report (Option C).
→ Option A: Group / Multiple reports
Use a Group/Multiple report to export data for several new hires at once. This is useful when you want to download a broader overview of your organisation's new hire data. A Detailed Report lists all users in the group, including activity, progress, scores, essay answers, photos, evaluations and the invitation-to-completion process.
Steps to export your data:
Open the Appical Editor.
Click Reporting in the left-hand menu.
Navigate to Group/Multiple and click Select.
Select the course or courses you want to include in your report.
Select the users, groups or tags you want to include.
Click Generate to create the report.
Click Export to PDF to download the report as a PDF.
Exporting individual data sets
Group reports show average scores, but you can also open the detailed report of each individual user. In the relevant section, click Download Individual Full Data Set to export the available information:
Progress & Score: Export new hire progress and scores.
Photowall: Download uploaded photos as a ZIP file.
Essays: Export submitted essay answers.
Evaluation: Export evaluation responses.
Depending on the section, the data is downloaded as an Excel file or as images. Photos are downloaded as a .ZIP file containing all uploaded images.
Related article: How to create a group / multiple report
→ Option B: Custom Reporting
Use Custom Reporting when you want more control over which information is included in your export. You can select specific courses, users or groups, and data fields, and create a report containing only the information relevant to your organisation.
Steps to export your data:
Open the Appical Editor.
Go to Reporting in the left-hand menu.
Select Custom Reporting.
Select the course(s) you want to include and click Next.
Select the individual users or groups you want to include and click Next.
Select the Person details and Course content you want to include and click Next.
Review your selections, enter a report name and click Generate report.
Your report is generated in the background and a download link is sent to your email address.
📌 Note:
The download link is valid for 7 days. You can also find recently generated reports under Reporting → Custom Reporting → Recent reports.
Check that you have selected all relevant courses and data fields before generating your report.
Related article: Custom Reporting
Export Manager Report (Manager Toolkit only)
Use a Manager Report to export data about the actions of your managers, such as their activity and their connections with new hires. You can create a report for a single manager, a group or a preset.
📌 Important: The Manager Report is only relevant if your organisation uses the Manager Toolkit. If you don't use it, you can skip this option.
Steps to export your data:
Open the Appical Editor.
Click Reporting in the left-hand menu.
Navigate to Manager report and click Select.
Choose the scope of your report: Single User (Manager), Group Level or Preset Level.
Filter the managers by All managers, Active managers or Inactive managers, then click Select All or choose the specific manager(s). You can also filter by the date of user creation in the top right corner.
Select the columns you want to include for the Summary (manager and new hire activity), the Manager Overview (average data across managers) and the Connection Level (for example, whether a manager sent a welcome message to their connections).
Click Generate report.
The report downloads as an attachment with multiple tabs:
Summary: Data specific to the selected manager.
Overview: Average statistics across the selected managers.
Connections: Details about the managers' connections.
Related article: Manager Reporting
Export HR Forms data
If your organisation uses HR Forms to collect information from new hires, you may also want to export their submitted responses.
📌 Important:
HR Forms data is stored for 30 days after the form is completed. After this period, it is automatically deleted. Export this data as early as possible.
Access to HR Forms reporting is restricted to authorised HR personnel only.
Steps to export HR Forms data:
Open the Appical Editor.
Click Reporting in the left-hand menu.
Select HR Forms.
Optionally, select a specific form from the dropdown menu and click Filter to narrow down the results.
Click the arrow button (⬇️) next to the response you want to download.
An Excel (.xlsx) file is generated with the questions from the template and the answers provided by the user.
The overview shows the Date Completed, Will Expire In, Name, Email, Template Used and Status for each response.
📌 Note: If you are a member of your company's HR team but cannot access HR Forms reporting, contact our Support Channel.
Related article: How to download HR Forms responses
Export dashboard data
The dashboard in the Appical Editor provides an overview of your organisation's onboarding data. You can export information from individual dashboard topics or download the full dashboard report.
In the top-right corner of the dashboard page, you'll find the Export button. From here, you can download the dashboard report as a PDF, receive it via email, or schedule it to be sent automatically.
📌 Note:
The export is only possible for the beta dashboard.
The dashboard displays data based on your currently selected filters. Before exporting, check the applied filters, such as course, group, user status, and date range, to ensure you export the correct information.
Related article: New Dashboard (Beta): A Guide for Admins
Export images from the Asset Library
The Asset Library is the central place for the images and videos used in your courses. If your organisation wants to keep a copy of the images uploaded to the Asset Library, you can request an export through our Support Team.
To request an export, contact our Support Channel and let us know that you would like to download your organisation's images from the Asset Library. Our team will review your request and assist you with the export.
Related article: Asset Library
Need help?
If you're unsure which export option to use or need assistance retrieving your data, please contact our Support Channel.
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