Create a local backup ZIP
Start in: Settings → Backup & restore → Create backup
Backup ZIPs contain actual CRM data and are not password-protected. Linked external files and unfinished import workspaces are excluded.
- Read Your CRM data to understand what is included and excluded.
- Select Create backup and choose a destination outside the database and managed Contact Files folders.
- Save the ZIP and wait until the operation says Complete and Backup saved.
- Check its filename, managed-file count and size, then keep a separate secure copy accessible if the PC is lost.
Result: A ZIP contains a consistent database snapshot and files from Harpiyo CRM's managed Contact Files folder.
- Contacts, notes, tags and activities are included through the database.
- Linked or custom-location files outside the managed folder and unfinished import workspaces are not copied.
- The backup ZIP is not password-protected. Protect the destination appropriately.
- The app is temporarily read-only during backup/restore preparation; backups are unavailable during an active import or a prepared restore.
- Date-format and notification preferences are not restored from a CRM backup. Review these settings separately after restoring.
Restore a backup after checking the replacement warning
Start in: Settings → Backup & restore → Restore backup
Applying a restore replaces current CRM data and managed files. Later changes are lost. Back up current data separately first.
- Create a backup of the current data first if you may need to keep it.
- Select Restore backup and choose the intended Harpiyo backup ZIP outside Contact Files.
- Check its date and read the warning that the current CRM database and managed files will be replaced and later changes lost.
- Confirm preparation only when you intend that replacement. Wait for Restore prepared and verified.
- Close and reopen Harpiyo CRM to apply the restore. Check contacts, notes, activities and managed files after reopening.
Result: The prepared backup replaces the current database and managed contact files on the next startup.
- Selecting a ZIP does not immediately replace the database; restore is staged and validated first.
- Once a restore is prepared, the CRM stays read-only until the restore is applied or discarded.
- External linked files are not recreated by this backup and may need to be copied or relinked separately.
- Restoring does not restore date-format or notification preferences.
- Linked files, files outside the managed Contact Files folder and unfinished imports are not included.
Cancel preparation or discard a prepared restore
Start in: Settings → Backup & restore
- While a backup or restore operation is running, use Cancel to request cancellation and wait for its final status.
- If a restore is fully prepared and you decide not to apply it, select Discard prepared restore before closing the app.
- Read the confirmation and confirm discard only when you intend to remove the staged restore.
- Check Restore discarded and verify normal CRM access returns.
Result: A cancelled preparation leaves the current data in place; discarding removes the pending restore rather than applying it at startup.
- Cancel and Discard prepared restore operate at different stages.
- A prepared restore should be discarded before restarting if you do not want it applied.
Choose a backup routine
Back up before large imports, merges, major changes, application updates or moving computers. Also back up regularly after entering important information.
Keep a secure copy separately from the working computer. Protect external linked files separately. CSV export does not replace a full backup, and hosted cloud backups are not provided automatically.