Export or delete your church's data in Eklo
How owners and admins export a workspace, how anyone downloads their own Ask Eklo data or deletes their account, and how an owner deletes a workspace.
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Every church that uses Eklo can take its data with it, and every person can leave. This page covers exporting a workspace, downloading your own Ask Eklo data, deleting your own account, and deleting a whole workspace.
Exporting a workspace
Who: the workspace owner and admins. Everyone else sees "Only owners and admins can export workspace data." on the page.
Where: Settings → Data → Request export.
The export runs in the background. A large workspace with many uploads can take several minutes. When it's ready, the person who asked gets an email that links back to Settings → Data, where an owner or admin downloads it. The email doesn't carry the file or a download link itself, so forwarding it doesn't share the church's data.
Only one export runs at a time per workspace, and the button reads Export in progress until it's done. Eklo records who asked for each export and when. An export that hasn't finished after 6 hours is marked Failed; request a new one.
What's in the ZIP
The download is named eklo-<your-handle>-export-<date>.zip.
| File | Contents |
|---|---|
README.txt | What each file holds, and anything that couldn't be included |
workspace.json | The workspace's name, handle, plan, time zone, logo and brand color |
people.json / people.csv | Members and guests, with email, phone, role and title |
teams.json / teams.csv | Teams; team-members.csv lists who is on each |
campuses.json / campuses.csv | Campuses |
projects.json / projects.csv | Projects |
tasks.json / tasks.csv | Tasks; task-comments.json holds their comments |
forms.json / forms.csv | Forms and their fields |
submissions.json | Every submission; submissions/<form>.csv has one file per form |
approvals.json / approvals.csv | Approval steps and their decisions |
chat/ | channels.json and messages.json: channels and channel messages |
custom-fields.json / .csv | Custom field definitions |
workflows/ | definitions.json and runs.json: workflows and every run |
library/ | Empty during the private beta |
files/ | Uploaded files: task attachments, chat files, form uploads, form covers and the church logo |
JSON files hold every field; CSV files hold the same records as tables
that open in Excel, Numbers or Google Sheets. Records refer to each other
by id — a task's assigneeUserId is a userId in people.json.
Photos and files sent in a channel are under files/chat/<channel>/, and
each message in chat/messages.json lists the ones it carries by id.
Not included: direct messages and the files sent in them. They're private to the people in them, so they're left out even when the person exporting is in them. Ask Eklo conversations are private to the person who had them and are left out too; each person downloads their own (see Your Ask Eklo data). Files attached in chat but never sent, task templates, profile photos, team cover images, emoji reactions, pending invitations, email audiences and the activity history of tasks and requests (including questions asking for more info and their answers) aren't included either.
If an uploaded file can't be read from storage, the export still
completes and README.txt lists what's missing.
How long it's kept
The ZIP is available for 7 days. After that it's deleted and the row in Settings → Data shows Expired; request a new export to get a fresh copy. Each download link the page hands out works for 15 minutes.
Your Ask Eklo data
Who: anyone with Ask Eklo, for their own data. Where: Settings → Profile → Your Ask Eklo data → Download my Ask Eklo data.
It's a ZIP of your Ask Eklo conversations in this workspace (each as
Markdown and JSON), the files you attached and the images and files Ask
Eklo made that are still kept, what it remembers for you and your
reminders, with a README.txt saying what is and isn't included. Nobody
else can list or download it, owners and admins included, and it isn't
part of the workspace export above.
It's built and emailed the same way as a workspace export: the email links back to Settings → Profile, one copy is prepared at a time, Eklo records each request, and the ZIP is deleted after 7 days. You need to be signed in and still in the workspace to download it; leaving the workspace, or being removed from it, deletes it. See Download your Ask Eklo data for exactly what's in it.
Deleting your account
Who: anyone, for their own account. Where: Settings → Profile → Delete account → Delete my account….
Eklo signs in with emailed codes rather than passwords, so deleting the account asks for one more: we email a 6-digit code to your address, and you enter it under Code and click Delete my account. The code works for 10 minutes and for five tries. Send a new code cancels the old one; you can ask for up to five codes an hour.
What happens
- You're signed out everywhere, and every way of signing in (codes, links and passkeys) is removed.
- Your name, email, phone and photo are removed. You leave every workspace and team; tasks assigned to you become unassigned, and anyone you managed no longer has a manager.
- Your notifications, AI conversations, Ask Eklo data downloads and personal task templates are deleted.
- What you wrote in shared workspaces stays — tasks, comments, chat and direct messages, form submissions, approvals — so your church's records don't get holes in them. It's credited to Deleted user.
The same email address can sign up again later, as a new account with no link to the old one.
Owners can't delete their account first
Every workspace has exactly one owner. If you own one, transfer ownership to someone else in Settings → People (see Transfer ownership), or delete the workspace (below), before deleting your account. The Delete account section lists which workspaces are in the way.
Deleting a workspace
Who: the owner only. Where: Settings → Data → Delete workspace. You confirm by typing the workspace's name.
- Access stops straight away for everyone: members, guests and public forms.
- 30 days to change your mind. Until then the owner can click Restore to bring the workspace back, with everything in it. It's listed under Deleted workspaces in Settings → Profile (that section only appears when you have one), and on the page you land on when you have no other workspace.
- After 30 days it's erased: every record in the workspace and every uploaded file are permanently deleted. This can't be undone, so export first if you want a copy.
Two things are kept after erasure: Eklo's own record of the deletion (who, when — no content), and monthly revenue totals Eklo uses for its own accounts (numbers only).
Eklo keeps the same kind of record of every export, deletion and restore.