Export customers to CSV

What it is

Export downloads your customer list as a CSV file — a spreadsheet you can open in Excel, Numbers, or Google Sheets, or import into your own CRM.

Two properties define how it behaves:

• It exports exactly what is on screen. Whatever filters, search terms, and chatbot selection are active when you press the button are the filters applied to the file. There is no "export everything regardless" option.
• It downloads straight away. The file streams to your browser as you wait. Nothing is queued, nothing is emailed, and there is no link to share.

When you would use it

For a weekly import into your CRM. To hand a client the contacts their chatbot produced. To deduplicate across chatbots, which Agentency does not do for you. Or as a snapshot before you anonymize a batch of people, so you know what you had.

Where to find it

Dashboard → Customers, then Export CSV.

You need the manage-customers permission. A member who can read the list will not see this button — taking a complete contact list out of the product is deliberately a higher bar than reading one profile at a time. See Roles and permissions.

Steps

1. Open Dashboard → Customers.
2. Set your filters: chatbot, lead status, lifecycle stage, source, date range, and any search term. Do this first. The export matches the list.
3. Glance at the row count. That is roughly what you are about to download.
4. Select Export CSV.
5. Wait. A large list streams for a few seconds — do not press the button again in the meantime.
6. Open the downloaded file. It is named after the date and time it was produced, so successive exports do not overwrite each other.
7. Check the row count against what you saw on screen.
8. Store the file like the personal data it is. It contains names, email addresses, and phone numbers in plain text.

What is in the file

One header row, then one row per customer, ordered by most recent activity first. The columns are:

id · full name · email · phone · company · job title · lead status · lifecycle stage · source · country · conversations count · first seen · last seen · created

Some things that are on the profile are deliberately not in the export: the activity timeline, consent records, campaign attribution details, and any custom fields your form collects beyond the standard set. If you need those, read them from the profile — see Read a customer profile.

Why the file is built the way it is

Two details that look odd until you know why:

It starts with an invisible marker. That marker tells Excel the file is UTF-8, which is what makes Arabic, accented, and non-Latin names open correctly instead of as mojibake. If you re-save the file through a tool that strips it, Excel will guess wrong on the next open. Open the downloaded file directly rather than passing it through a converter.

Cells that begin with a symbol are quoted. A name or company that starts with a character a spreadsheet would treat as the beginning of a formula is escaped so it stays plain text. This is a security measure — an unescaped CSV is a well-known way to smuggle a formula into someone else's spreadsheet — and the leading quote you may see is intentional.

Exports are recorded

Every export leaves an entry in the audit trail, and each exported person gets a Customer exported entry on their own timeline when the export is scoped to a single chatbot.

What is recorded is that an export happened and which filters were used — never the contents. If you are ever asked to account for how contact data left your workspace, this is where the answer is. It also means an export is not an invisible action, which is worth telling your team.

Handling the file responsibly

The CSV is a plain-text list of people's contact details with no protection of any kind. Treat it accordingly:

• Do not email it around, and do not park it in a shared drive that everybody can read.
• Delete it once you have imported it. A stale export in a downloads folder is a data breach waiting for a lost laptop.
• If someone asks you to erase their data, remember the export is a separate copy. Anonymizing them in Agentency does nothing to a CSV you already downloaded — see Anonymize a customer.
• Do not attach one to a support ticket. Nobody at Agentency needs your contact list to help you.

Limits and plan notes

No row cap. A very large list simply takes longer.

No scheduled or recurring export. Every export is a manual action. If you need a regular feed, read the customer list from the API on a schedule instead — see Choose token scopes for what a key needs.

Filters cannot be bypassed. If you truly want everyone, clear every filter first, including the date range and the chatbot selection.

Export requires the manage-customers permission, not just view.

Common problems

People are missing from the file.

A filter was still active — most often a chatbot selection or a date range that you had forgotten about. Clear the filters, confirm the on-screen row count is what you expect, and export again.

Arabic or accented names look like nonsense in Excel.

Open the downloaded file directly, without re-saving it through another tool first. If it is already mangled, download a fresh copy rather than trying to repair the broken one.

A name in the file starts with a quote mark.

That is intentional. It stops a spreadsheet interpreting the value as a formula.

The download did not start.

A very large export takes a moment before the browser shows anything. Wait, and do not press the button repeatedly. If nothing arrives at all, narrow the filters and try a smaller slice.

Export is not there.

Your role is view-only, or you are in a workspace you do not have manage rights in. Ask the account owner.

I need one person's details, not the whole list.

Open their profile and copy from there. Exporting the whole workspace to reach one contact records an export event against every person in it.