Exporting Data

Synaptiq lets you export your leads, conversation transcripts, and analytics reports so you can analyze them in external tools, share them with stakeholders, or maintain backups. This guide covers every export option available in the dashboard, explains the data formats, and walks you through setting up automated recurring exports.

Exporting Leads

Manual Export

1. Navigate to /admin/leads.
2. Apply any filters you want (status, date range, score, tags). The export will include only the leads matching your current filters.
3. Click the Export button in the toolbar above the leads table.
4. Choose your format: CSV or JSON.
5. Click Download. The file is generated server-side and downloaded to your browser.

If you have leads selected via checkboxes, the export includes only those selected leads. If no leads are selected, the export includes all leads matching the current filter.

Lead CSV Format

The CSV file contains one row per lead with the following columns:

| Column | Description | Example | |---|---|---| | id | Synaptiq's internal unique identifier | lead_8f3a2b | | email | Primary email address | jane@acme.com | | name | Full name | Jane Smith | | phone | Phone number, if provided | +1-555-0123 | | company | Company name | Acme Corp | | status | Current pipeline status | qualified | | score | AI qualification score (0--100) | 82 | | source_url | Page where the lead first chatted | https://yoursite.com/pricing | | created_at | ISO 8601 timestamp of lead creation | 2026-03-15T09:22:41Z | | last_activity_at | ISO 8601 timestamp of last event | 2026-03-18T14:05:12Z | | tags | Comma-separated list of tags | webinar,enterprise | | assigned_to | Team member the lead is assigned to | alex@yourteam.com | | custom_* | One column per custom property you've defined | Varies |

All text fields are quoted and escaped per RFC 4180. The file uses UTF-8 encoding with a BOM for compatibility with Excel.

Lead JSON Format

The JSON export produces an array of lead objects. Each object contains the same fields as the CSV plus nested structures for richer data:

{
  "id": "lead_8f3a2b",
  "email": "jane@acme.com",
  "name": "Jane Smith",
  "status": "qualified",
  "score": 82,
  "tags": ["webinar", "enterprise"],
  "custom_properties": {
    "company_size": "50-200",
    "budget": "$10k-$50k"
  },
  "conversations": [
    {
      "id": "conv_4c9e1a",
      "started_at": "2026-03-15T09:22:41Z",
      "message_count": 14
    }
  ]
}

The JSON format includes a summary reference to each lead's conversations but not the full transcripts. Use the conversation export (below) for full message data.

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Exporting Conversations

Manual Export

1. Navigate to /admin/leads and open the detail view for a specific lead, or go to /admin/conversations for a global view.
2. To export a single conversation, click the three-dot menu on the conversation header and select Export Transcript.
3. To export all conversations for a lead, open the lead detail view, click Actions > Export Conversations.
4. To export conversations in bulk, use the global conversations page at /admin/conversations, apply filters, and click Export.

Conversation Export Format

Conversations export as JSON by default (since CSV is poorly suited for nested message data). Each conversation object includes:

{
  "conversation_id": "conv_4c9e1a",
  "lead_id": "lead_8f3a2b",
  "lead_email": "jane@acme.com",
  "started_at": "2026-03-15T09:22:41Z",
  "ended_at": "2026-03-15T09:31:18Z",
  "duration_seconds": 517,
  "message_count": 14,
  "qualification_triggered": true,
  "meeting_booked": false,
  "messages": [
    {
      "sender": "ai",
      "content": "Hi! I noticed you're checking out our pricing page...",
      "timestamp": "2026-03-15T09:22:41Z"
    },
    {
      "sender": "visitor",
      "content": "Yeah, I'm trying to figure out which plan fits a team of 50.",
      "timestamp": "2026-03-15T09:23:05Z"
    }
  ],
  "events": [
    {
      "type": "qualification_check",
      "timestamp": "2026-03-15T09:27:33Z",
      "result": "qualified",
      "score": 82
    }
  ]
}

A plain-text transcript option is also available. Select TXT from the format dropdown during export. The text format presents messages as a readable dialogue:

[09:22 AM] Synaptiq: Hi! I noticed you're checking out our pricing page...
[09:23 AM] Jane: Yeah, I'm trying to figure out which plan fits a team of 50.

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Exporting Analytics Reports

Analytics reports let you export the aggregate metrics and charts from your dashboard as structured data.

How to Export

1. Navigate to /admin/analytics (or click Analytics in the sidebar).
2. Set the date range and any segments you want to include.
3. Click Export Report in the top-right corner.
4. Choose your format: CSV (tabular summary) or PDF (formatted report with charts).

CSV Analytics Format

The CSV contains one row per day (or per week/month, depending on your selected granularity) with columns for each metric:

| Column | Description | |---|---| | date | The date or period start | | total_leads | Leads captured in this period | | qualified_leads | Leads that met qualification threshold | | conversations | Chat sessions initiated | | conversion_rate | Percentage of leads that converted | | avg_response_time_ms | Median AI response time in milliseconds | | engagement_score | Average engagement score (0--100) | | widget_engagement_rate | Conversations / unique visitors |

PDF Report

The PDF export generates a branded report suitable for sharing with stakeholders who don't have dashboard access. It includes:

• A summary section with headline metrics and period-over-period changes
• Time-series charts for each key metric
• The conversion funnel visualization
• A top leads table showing the highest-scoring leads from the period
• Annotations you've added to the dashboard (e.g., "Launched new landing page on March 10")

Customize the PDF report's branding (logo, colors) under Settings > Exports > Report Branding.

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Scheduling Automated Exports

Instead of exporting manually each time, you can schedule recurring exports that are delivered to your email or pushed to an external destination.

Setting Up a Schedule

1. Go to Settings > Exports > Scheduled Exports.
2. Click New Scheduled Export.
3. Configure the export:
   • Data type — Leads, Conversations, or Analytics Report
   • Filters — apply the same filters available in the manual export (status, date range, tags, etc.)
   • Format — CSV, JSON, or PDF (for analytics reports)
   • Frequency — Daily, Weekly (choose day of week), or Monthly (choose day of month)
   • Time — what time of day the export should run (in your account timezone)
   • Date range mode — "Previous period" (e.g., a weekly export includes the last 7 days) or "All time" (cumulative)
4. Choose one or more delivery destinations:
   • Email — sends the file as an attachment to one or more email addresses
   • Webhook — POSTs the file to a URL you specify (useful for feeding data into a data warehouse or automation tool)
   • Cloud storage — pushes the file directly to an Amazon S3 bucket, Google Cloud Storage bucket, or Dropbox folder. Configure credentials under Settings > Integrations > Cloud Storage.
5. Click Save. The schedule activates immediately and will run at the next scheduled time.

Managing Schedules

From the Scheduled Exports page, you can:

• Pause a schedule without deleting it (useful during holidays or quiet periods)
• Edit the filters, format, or frequency
• Run now to trigger an immediate export outside the normal schedule
• View history to see past runs, download previous files, and check for delivery failures

Delivery Failure Handling

If a scheduled export fails to deliver (e.g., the webhook endpoint is down or the email bounces), Synaptiq retries 3 times over the next hour. If all retries fail, you receive a notification in the dashboard and via your configured alert channels. The export file is still generated and available for manual download from the export history for 30 days.

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Data Privacy Considerations

When exporting data, keep these points in mind:

• Exported files contain PII. Lead exports include names, emails, phone numbers, and conversation content. Handle these files according to your organization's data handling policies.
• Access controls apply. Only team members with the Admin or Export role can trigger exports. If you don't see the Export button, ask your account admin to update your permissions under Settings > Team > Roles.
• Audit log. Every export (manual or scheduled) is recorded in Settings > Security > Audit Log with the exporter's identity, timestamp, filter criteria, and number of records included. This supports compliance audits and data access reviews.
• Data redaction. If you need to exclude sensitive fields from exports (e.g., phone numbers), configure field-level export restrictions under Settings > Exports > Field Restrictions. Restricted fields are replaced with [REDACTED] in all export files.
• GDPR and data deletion. If a lead exercises their right to erasure, their data is removed from all future exports. Previously downloaded files are your responsibility to purge. Synaptiq sends a notification when a deletion request is processed so you can update any external copies.

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Tips for Working with Exported Data

1. Use analytics exports for executive reporting. Schedule a weekly PDF report sent to your leadership team every Monday morning. They get a polished summary without needing dashboard access.
2. Feed lead exports into your data warehouse. Use the webhook delivery option to push daily lead exports into tools like Snowflake, BigQuery, or Redshift for cross-platform analysis.
3. Build custom dashboards. Export raw analytics data as CSV and import it into Google Sheets, Looker, or Tableau for visualizations tailored to your team's specific questions.
4. Archive conversations for training. Export conversation transcripts monthly and use them to fine-tune your AI agent's conversation flow. Look for patterns in successful conversations (those that led to meetings booked) and unsuccessful ones (those that dropped off early).
5. Reconcile with your CRM. Schedule a weekly lead export and compare it against your CRM records to catch sync issues early. Mismatches usually indicate a field mapping problem in Settings > Integrations > CRM > Field Mapping.