Data management and ownership

The Data management page is where you handle the heavy-hitting administrative actions: bringing back vehicles that were deleted in error, getting a full export of your data, handing the organisation over to another admin, and scheduling the full deletion of your organisation.

Before you start

• You need to be an admin.
• You're on Settings → Data management.

Restoring a soft-deleted vehicle

When a vehicle is deleted from its detail page, it's soft-deleted (see Deleting a vehicle in Vehicles & Pipeline). The record stays in the database but disappears from the app. Data management is where you bring it back.

1. Under Soft-deleted vehicles, search by stock number or VIN if the list is long.
2. Find the vehicle you want to restore.
3. Click Restore.

The vehicle reappears in the Vehicles list, Pipeline, Dashboard, and everywhere else. Its costs, notes, documents, payments, and tracking link settings are all preserved.

Exporting your organisation's data

The Export organisation data action packages up a full copy of your organisation's records as structured files (JSON and CSV). Useful for:

• Periodic off-site backups.
• Preparing to migrate to or from another system.
• Responding to a data-access request.

Click Export organisation data and ImportOps prepares the export. You'll receive a link to download it when it's ready. Exports are a point-in-time snapshot; changes you make after the export won't be included.

Transferring ownership

Every organisation has a primary admin. If you're stepping away and handing over to someone else on the team, use Transfer ownership.

1. The person you're transferring to needs to already be an admin on the team.
2. Open the Transfer ownership panel.
3. Pick the admin from the dropdown.
4. Confirm.

After transfer, the new admin takes over the primary admin role. You remain an admin yourself unless you're also removed from the team.

Requesting organisation deletion

When you want to close your organisation entirely, Request organisation deletion starts the process.

1. Click Request organisation deletion.
2. Read the confirmation and type the confirmation phrase.
3. Confirm.

What happens:

• The deletion isn't immediate. A delay window gives you time to change your mind.
• You'll see a banner showing the pending deletion date.
• Cancel deletion request reverses the request at any point before the delay expires.
• After the delay, all organisation data (vehicles, customers, shipments, suppliers, costs, documents, audit log, and everything else) is permanently removed.

Before requesting deletion:

• Export your data first if you want a copy.
• Cancel your subscription from Billing so you aren't billed during the delay.
• Tell your team; everyone will lose access when the delay expires.

What happens to members and access

• Restore only affects the vehicle you restore; member access isn't touched.
• Export doesn't change access or permissions.
• Transfer ownership passes the primary-admin role only; every other member keeps their existing role.
• Deletion ends every member's access once the delay expires. Members can't sign in to the organisation and all data is gone.