Exporting your data
1pm gives you a one-click export of everything in your account: every event, every run of show, every crew record, every request, every uploaded file, every branding theme. The output is a ZIP, and you can grab it any time, as often as you like. This article covers what's in the export, what's deliberately not in it, when planners reach for it, and a few practical notes on size and timing.
Why an export exists
Three reasons we offer this.
A personal backup. If your account ever gets locked out or you accidentally delete the wrong event, you've got a copy of the data sitting on your own machine.
A handover. If you're moving an event to a different system, or handing the file across to a venue or client who wants their own copy of the run sheet, the export gives them something they can open without a 1pm login.
A record before you leave. If you're cancelling or deleting your 1pm account, the export is the cleanest way to keep what you built before the data goes. Deletion is permanent — see the Deleting your 1pm account article — so the export is a good last step before clicking the destructive button.
Where to find it
Sign in and open Account from the top navigation (the Billing page). Scroll to the Account section and click Export my data. You'll land on a page describing what's inside and a Download my data button.
You can also reach it directly at 1pm.app/Account/Export if you've bookmarked that URL.
What's inside the ZIP
The file you download is a single .zip with this layout:
events.json — every event on your account. Each event entry includes the name, date, status, briefing fields (PAX, space, client, organizer), the full run of show with every timeline item, attachments and links metadata, all crew requests and their responses, all event-wide requests and their submissions, and the per-crew notes and personal links you wrote.
vendors.json — your crew list (we use "crew" and "vendor" interchangeably internally). Each entry includes first name, last name, business or group, email, mobile, tag, and internal notes you've added.
branding.json — saved branding themes. Each theme is the accent colour, the logo URL, the theme name, and any per-crew defaults.
profile.json — your account email and account id. Short and machine-readable.
files/ — a directory of the raw bytes of every file you uploaded into 1pm. This includes event attachments (floor plans, briefing PDFs, image references) and request attachments you provided as the planner. File names match what you uploaded.
README.txt — a short guide to which file maps to what, with a few worked examples for the JSON.
The JSON files are plain text. Any text editor opens them. If you want to do something more involved (push them into a spreadsheet, feed them to another tool), the structure is intentionally simple so a developer can pull values out with a few lines of code. The README gives the field names.
What is deliberately not in the export
Crew-uploaded files.
If your crew uploaded documents in response to your requests (insurance certificates, identification, signed waivers, supplier licenses), those files are not in the main export. The metadata about them is — you'll see file names, who uploaded them, when, and which request they answered — but not the file bytes themselves.
This is a privacy and safety of data decision rather than a technical one. Crew uploaded those documents to a specific event under a specific planner, and shipping their files into a generic backup ZIP that could move anywhere isn't what they signed up for when they uploaded.
If you need the crew-uploaded files (for example, because you're audited and need to keep proof on file), use the Download crew uploads button on the same Export page. It opens a short note asking you to email [email protected] from your registered address. A real person handles it manually, and the files come back as a download link once you have been fully verified.
There is a longer-term plan to make crew-uploads-export self-service with appropriate guard rails (password re-entry, a privacy acknowledgement, a notification to the crew members involved). For now it's a manual task and ‘on request’.
Share-link tokens.
The export does not include the secret tokens that make share links unique. Tokens live only inside the running app, and you can rotate them any time from the planner. If you want the URL itself, copy it out of the planner's Share accordion; if a share link is in the wild and you need it killed, use Revoke link inside the event.
Audit log and activity history.
The export captures the current state of your account, not every change that ever happened to it. The history of who edited what at what time stays on 1pm's side. If you need a specific history pull for a specific event, email [email protected].
Stripe billing data.
Invoices and receipts live in Stripe's customer portal, not in the 1pm export. Open the Billing page and click Manage subscription to land in the Stripe portal, where invoices are downloadable as PDFs.
How big the file is
A new account with a handful of events and a couple of crew is well under a megabyte. The size scales with how many file attachments you have. A planner running thirty events a year with three or four briefing PDFs each will see a ZIP in the tens of megabytes. A studio with a hundred events and heavy floor-plan attachments could see hundreds of megabytes.
The download streams as it's built, so the browser shows a download starting almost immediately. For very large accounts, the streaming can take a minute or so as 1pm walks every event, pulls every file out of storage, and writes them into the ZIP. Keep the tab open until the download finishes — closing the tab cancels the stream.
If a download fails partway through (a flaky network, your laptop sleeps), just start it again. The export is built fresh each time, so a partial download from earlier is harmless.
When planners reach for this
Year-end record-keeping. Pull an export at the end of December and tuck it into your archive folder for the year. Reduces the "what was on the schedule for that wedding in March" anxiety later.
Sharing a frozen copy. If a venue wants the run sheet permanently archived on their side, send them the relevant event from the export. The JSON is plain text, the briefing fields are all in there, and the timeline items are in order.
Switching systems. If you're trying another tool and want to bring your data with you, the export gives the other tool's import everything it would need. None of them have a direct 1pm importer today, so this involves manual mapping — but at least the source data is in front of you.
Before deleting the account. Always pull an export before clicking Delete account. After the 48-hour grace window runs out, the data is gone for good.
Privacy and storage of the file
Once you download the ZIP, it's on your machine — not on a 1pm server, not in a third-party cloud, not in anyone's email inbox unless you put it there. Treat it accordingly. It contains client contact details, supplier contact details, briefing notes, and any files you uploaded.
Common-sense bits:
If you keep the ZIP in cloud sync (Dropbox, Google Drive, OneDrive), the sync provider holds a copy. That's usually fine but worth knowing if your data agreement with clients has anything to say about it.
If you email the file to a colleague, every email server on the path holds a copy. For larger transfers a shared drive link is cleaner than an email attachment.
If you stop needing the export (because you've already imported it into the next system, or you've pulled a fresher one), securely deleting the old ZIP is sensible hygiene.
