Exporting and deleting your data

Temponia has no single "download everything" button. Exports live on the reports that produce the data, which in practice covers the two things people actually need out: tracked time and expenses.

Anything you export contains only what the report itself is showing, so set the period, the filters and the visible columns first, then export.

Exporting tracked time

On the timesheet report, select Export to at the top right and pick a format.

A summary report offers XLSX only, because the grouped rows do not map onto the flat CSV and XML layouts.

The CSV starts with Date, Client, Project and Task, then adds Notes, Hours, Billable?, Invoiced?, User, Hourly Rate, Amount, Currency and Locked? depending on which of those the report is set to show. Fields are separated by semicolons rather than commas, which most European spreadsheet setups open directly. If your spreadsheet puts every row in one column, tell it the delimiter is a semicolon.

Rates and amounts follow permission. A user who is not allowed to see rates in a report cannot export them either. See Roles and permissions.

Exporting expenses and the pivot table

The expense report has the same Export to menu, with CSV and XLSX. Its columns are Date, Client, Project, Expense type, Notes, Invoiced?, User, Rate, Amount, Unit, Price and Currency.

The pivot table has Export to Excel, which writes an .xlsx of the table exactly as you have arranged it. That file is built in your browser rather than on the server, so whatever you see is what you get.

Invoices

Open an invoice and select PDF for a copy of that one invoice. Web invoice gives a link you can send to a client without them needing an account. For your own subscription invoices, use View invoice on the Temponia invoices page, covered in Your subscription.

There is no bulk download of the whole invoice list. Export to Xero, or the equivalent for Zoho Books and QuickBooks, pushes an invoice into your accounting software rather than producing a file.

What has no export

Being straight about the gaps saves you looking:

• Users, clients, projects and tasks have no export. As a workaround, the XLSX template offered on the timesheet import screen is generated from your own data and contains a Projects sheet and a Tasks sheet with your current names in them.
• Absences, costs and approval records have no export of their own. Time that went through approval still appears in the timesheet report.
• Reports have no PDF export. Use your browser's print dialogue, which the print icon on each report opens for you.

Temponia does have a JSON API at /api/v1, but there is no screen for creating an API key, so ask us if you need one.

What happens to your data when you cancel

Cancelling a subscription does not delete anything. Every project is set to inactive, every user except the workspace owner is archived, and the workspace drops to the Free plan. The owner can still sign in, and all time entries, projects, clients, expenses and invoices are still there to read and export.

Export what you need before you go, because a Free workspace can only have one client and two projects switched on, and everything else has to stay archived.

Deleting things yourself

Archiving keeps history; deleting removes it. On the Users, Clients, Projects and Tasks pages, archived records get a Permanently delete action, and the confirmation says plainly that deleting also removes related items and any history that went with them. There is no undo.

There is no self-service button that deletes an entire workspace.

Deletion after long inactivity

Workspaces that never paid, meaning trial and Free ones with no invoices, are cleaned up if nobody signs in:

1. After roughly 60 days without a sign-in by the owner, an Inactive account email goes out.
2. Fourteen days later, if still nobody has signed in, a final warning follows.
3. Seven days after that the workspace is deleted, and a confirmation email is sent.

Signing in at any point resets this. Workspaces that have ever been invoiced are never removed this way.

Privacy requests

For access, correction, deletion or portability requests under the GDPR or comparable law, write to [email protected]. Identity is verified before anything is acted on.

Where your organisation is the data controller, retention of the data inside a workspace is your organisation's decision rather than ours, so route requests through your own admin first. The privacy policy sets out what is collected, how long it is kept and who processes it.