By Alpit Patel and the aibrevo team · October 22, 2026 · 6 min read
How to Export Data from Capsule CRM
Quick answer
In Capsule, an administrator with export rights opens Account Settings, Export Data and gets an emailed link to a ZIP of three CSV files: Contacts, Opportunities and Projects. The link expires after 12 hours. Contact lists can also be exported as CSV, Excel or vCard.
Key takeaways
- The full export is under Account Settings, Export Data. Capsule emails a single link to a ZIP of 3 CSV files, for Contacts, Opportunities and Projects, and the link expires after 12 hours (Capsule support, checked Oct 22, 2026).
- Notes and email history are in the last column of each CSV. File attachments are not included and have to be downloaded one at a time from each record.
- Contact lists can be exported as CSV, Excel or vCard from People and Organizations, for users whose profile has the export permission. A single contact exports as vCard only.
- Report breakdowns export to CSV up to 20,000 rows and leave out custom fields and tags. Charts can also be exported as images.
- Export before canceling. Capsule permanently deletes data 14 days after cancellation, and deleted contacts can be restored by the Super Administrator for 30 days.
To export all your data from Capsule CRM, an administrator with Export Rights opens Account Settings, then Export Data. Capsule emails one link that downloads a ZIP of three CSV files, for Contacts, Opportunities and Projects, and the link expires after 12 hours. Contact lists have their own export to CSV, Excel or vCard. Everything here comes from Capsule’s support site, checked October 22, 2026.
How do you export all your data from Capsule CRM?
The full export is a backup tool, described in Capsule’s “Exporting and Canceling your Account” article.
- Sign in as an administrator who has been given Export Rights.
- Go to Account Settings, then Export Data.
- Capsule generates a single link and emails it to you.
- Download the ZIP before the link expires, 12 hours after the email is sent.
The ZIP holds 3 CSV files, one each for Contacts, Opportunities and Projects. Any note and email history sits in the last column of each CSV. File attachments are not in the export, and Capsule says they always have to be downloaded one at a time from each record.
Source: Capsule support, “Exporting and Canceling your Account” and “How to Export Reports”, checked Oct 22, 2026.
How do you export a list of contacts from Capsule?
Use the list export when you want a filtered group, not the whole database. It is on all plans, and it needs the profile permission Allowed to export records to CSV, Excel or vCard.
- Go to People & Organizations.
- Choose an existing list, or create one with your own filters.
- Use the global checkbox at the top left to select all contacts. If there are more than 50 results, choose a specific page or all contacts in the list.
- Click Export at the upper right of the list.
- Choose your column template and a file type, then click Export.
A single contact can be exported on its own as a vCard only: open the contact, click the arrow next to Edit and choose Export as vCard.
| File type | Capsule’s suggested use |
|---|---|
| CSV | Mail merge, or importing into another tool |
| Excel | Viewing, editing or sharing with other people |
| vCard | Importing contacts into the Mac Contacts app |
Source: Capsule support, “Exporting and Deleting Contacts”, checked Oct 22, 2026.
The article is marked for Administrators. If you are a standard user without the permission, ask an administrator to tick it in your profile.
What does each Capsule export route cover?
| Route | Where | Covers | Leaves out |
|---|---|---|---|
| Full export | Account Settings, Export Data | Contacts, Opportunities, Projects as 3 CSVs, with notes and email history in the last column | File attachments |
| Contact list export | People & Organizations, Export | The contacts in your list, in your chosen column template | Opportunities and projects |
| Single contact | Contact page, Export as vCard | One contact | Everything else |
| Report export | Export button on a report | A chart as an image, or a breakdown as CSV up to 20,000 rows | Custom fields and tags in the breakdown CSV |
Source: Capsule support articles on exporting, checked Oct 22, 2026. The pages we read do not describe export size limits other than the 20,000-row cap on report breakdowns.
If your breakdown goes beyond 20,000 rows, shorten the date range or add filters such as fewer users or teams, or remove an activity type, as Capsule suggests.
Why is my Capsule export not working or missing data?
Match your symptom to the documented cause.
| Symptom | Cause | Fix |
|---|---|---|
| No Export Data option under Account Settings | You do not have Export Rights | A Capsule administrator grants Export Rights |
| No Export button on a contact list | Your profile lacks the export permission | An administrator ticks Allowed to export records to CSV, Excel or vCard |
| Download link fails | The link expired after 12 hours | Run Export Data again |
| Attachments are missing | The full export leaves out files | Download attachments one at a time from each record |
| Accented or foreign characters look wrong | The CSV is UTF-8 and your app expects local encoding | Re-save it in your local text encoding with Notepad or TextEdit |
| Report CSV is cut short | Report breakdowns cap at 20,000 rows | Narrow the date range or filters |
| Report CSV has no custom fields or tags | The breakdown export excludes them | Use the full export or a contact list export instead |
Source: Capsule support, export articles, checked Oct 22, 2026.
What should you do before canceling Capsule?
Export first. Capsule’s support article says a canceled account’s data is permanently deleted after 14 days, with a restore link in the confirmation email valid for the same 14 days. The Super Administrator can cancel at any time, and there is no notice period. Capsule runs its own backups, but says they cannot cover data lost through user actions, which is why it asks customers to make their own regular exports.
Deleted contacts are a separate case. They can be restored by the Super Administrator within 30 days, and deleting a contact removes its details, history and linked opportunities and projects, so transfer those first if you want to keep them. If your Xero link matters, see how Capsule’s Xero integration works before you delete anything, because deletes have to be made in Xero first.
What do you need to plan when moving Capsule data elsewhere?
The three-CSV export gives you the content, not the structure of your account. Plan these:
- Where each Capsule field lands in the new CRM, because custom fields and tags are easy to lose in a report export.
- Attachments, which need a manual download.
- A test import of a small slice, to see how the destination handles dates, linked organizations and the notes column.
Our CRM data cleaning guide lists what to fix before the move, and the CRM import limits research shows the row and file caps in the platforms people usually move to. For a side-by-side look at what the major CRMs let you take out, see our export guide for 8 CRMs.
When to get help
Exporting from Capsule takes a few minutes. Moving the data into a new system, with contacts, organizations, opportunities, projects and note history mapped correctly and nothing lost to the 12-hour link, is where a specialist saves time. aibrevo does not implement Capsule, so Capsule work is quoted per project. Migration into Salesforce, HubSpot, Dynamics 365, Zoho CRM, Pipedrive, monday.com, Airtable or GoHighLevel is the common request. Book a short call or send a message, and see our Pipedrive and monday.com pages, or the CRM migration guide.
Sources
- Capsule support, Exporting and Canceling your Account, checked Oct 22, 2026.
- Capsule support, Exporting and Deleting Contacts, checked Oct 22, 2026.
- Capsule support, How to Export Reports, checked Oct 22, 2026.
- Capsule support, Xero Integration, checked Oct 22, 2026.
- Not verified and left out: export size limits for the full ZIP, and whether opportunities and projects can be exported as filtered lists.