Data Export/Import - HyperPlanner Documentation

Overview

HyperPlanner believes your data belongs to you. Whether you need to back up your tasks, sync with external calendars, or migrate from another productivity tool, we provide comprehensive import and export options to keep you in control.

📦

Full Data Export

Export everything in JSON, ICS, or CSV formats anytime.

📥

Flexible Import

Import from Google Calendar, Outlook, and other apps.

🔄

Two-Way Sync

CalDAV integration for real-time calendar synchronization.

⏲

Scheduled Backups

Automate exports to cloud storage or local drives.

Data Privacy

All export and import operations happen locally on your device. When syncing with external services, data is encrypted in transit. HyperPlanner never stores your credentials - we use OAuth tokens that you can revoke anytime.

1. Export Formats

HyperPlanner supports multiple export formats to suit different needs. Access exports from Settings > Data > Export or use the keyboard shortcut Cmd/Ctrl + Shift + E.

JSON (Full Data Export)

The JSON format includes your complete HyperPlanner data: tasks, events, projects, tags, settings, automations, and theme configurations. This is the recommended format for full backups and restoration.

{
  "version": "2.0",
  "exportDate": "2024-01-15T10:30:00Z",
  "user": {
    "id": "usr_abc123",
    "email": "user@example.com",
    "preferences": {
      "defaultView": "split",
      "startOfWeek": "monday",
      "timeFormat": "12h"
    }
  },
  "tasks": [
    {
      "id": "task_001",
      "title": "Review quarterly report",
      "description": "Final review before board meeting",
      "status": "in_progress",
      "priority": "high",
      "context": "work",
      "tags": ["reports", "q4"],
      "dueDate": "2024-01-20T17:00:00Z",
      "createdAt": "2024-01-10T09:00:00Z",
      "updatedAt": "2024-01-15T08:30:00Z",
      "subtasks": [
        {
          "id": "sub_001a",
          "title": "Check financial figures",
          "completed": true
        },
        {
          "id": "sub_001b",
          "title": "Review projections",
          "completed": false
        }
      ],
      "recurrence": null,
      "reminder": "2024-01-20T09:00:00Z"
    }
  ],
  "events": [
    {
      "id": "evt_001",
      "title": "Team Standup",
      "startTime": "2024-01-16T10:00:00Z",
      "endTime": "2024-01-16T10:30:00Z",
      "location": "Zoom",
      "recurrence": {
        "frequency": "weekly",
        "days": ["monday", "wednesday", "friday"],
        "until": null
      }
    }
  ],
  "projects": [
    {
      "id": "proj_001",
      "name": "Product Launch",
      "color": "#6366f1",
      "taskIds": ["task_001", "task_002", "task_003"]
    }
  ],
  "tags": [
    { "name": "reports", "color": "#10b981" },
    { "name": "q4", "color": "#f59e0b" }
  ],
  "automations": [
    {
      "id": "auto_001",
      "name": "Move completed to archive",
      "trigger": "task_completed",
      "delay": "24h",
      "action": "move_to_lane",
      "params": { "lane": "archive" }
    }
  ],
  "theme": {
    "base": "glassy",
    "customTokens": {
      "--primary": "#6366f1",
      "--secondary": "#ec4899"
    }
  }
}
                

ICS/iCal (Calendar Events)

Export your tasks and events in iCalendar format (.ics) for compatibility with virtually any calendar application. This format is ideal for sharing schedules or importing into Google Calendar, Outlook, or Apple Calendar.

BEGIN:VCALENDAR
VERSION:2.0
PRODID:-//HyperPlanner//Calendar Export//EN
CALSCALE:GREGORIAN
METHOD:PUBLISH
X-WR-CALNAME:HyperPlanner Tasks

BEGIN:VEVENT
UID:task_001@hyperplanner.app
DTSTAMP:20240115T103000Z
DTSTART:20240120T170000Z
DTEND:20240120T180000Z
SUMMARY:Review quarterly report
DESCRIPTION:Final review before board meeting
CATEGORIES:work,reports,q4
PRIORITY:1
STATUS:IN-PROCESS
BEGIN:VALARM
TRIGGER:-PT8H
ACTION:DISPLAY
DESCRIPTION:Task reminder
END:VALARM
END:VEVENT

BEGIN:VEVENT
UID:evt_001@hyperplanner.app
DTSTAMP:20240115T103000Z
DTSTART:20240116T100000Z
DTEND:20240116T103000Z
SUMMARY:Team Standup
LOCATION:Zoom
RRULE:FREQ=WEEKLY;BYDAY=MO,WE,FR
END:VEVENT

END:VCALENDAR
                

Export Options for ICS

When exporting to ICS, you can choose to include: only events, only tasks with due dates, or both. You can also filter by date range, project, or tag.

CSV (Spreadsheet Format)

Export to CSV for analysis in spreadsheet applications like Excel or Google Sheets. Perfect for reporting, data analysis, or creating custom visualizations.

id,title,description,status,priority,context,tags,due_date,created_at,project
task_001,"Review quarterly report","Final review before board meeting",in_progress,high,work,"reports;q4",2024-01-20T17:00:00Z,2024-01-10T09:00:00Z,Product Launch
task_002,"Update documentation","Add new API endpoints",pending,medium,work,"docs;api",2024-01-22T12:00:00Z,2024-01-11T14:30:00Z,Product Launch
task_003,"Design landing page","Create mockups for launch",completed,high,work,"design;marketing",2024-01-15T18:00:00Z,2024-01-05T10:00:00Z,Product Launch
                

Export Options Summary

Format	Best For	Includes
JSON	Full backup, migration, restoration	Everything (tasks, events, settings, theme, automations)
ICS	Calendar sharing, external sync	Events and tasks with due dates
CSV	Reporting, analysis, spreadsheets	Task/event data in tabular format

2. Import Support

Bring your data into HyperPlanner from popular calendar applications and productivity tools. Access imports from Settings > Data > Import.

ICS/iCal Import (Google Calendar, Outlook)

Import .ics files exported from Google Calendar, Microsoft Outlook, Apple Calendar, or any other application that supports the iCalendar standard.

Export from your calendar app
In Google Calendar: Settings > Import/Export > Export. In Outlook: File > Save Calendar.
Open HyperPlanner import dialog
Go to Settings > Data > Import, or press Cmd/Ctrl + Shift + I
Select your .ics file
Drag and drop or click to browse. HyperPlanner will show a preview of detected events.
Configure import options
Choose whether to import as events, tasks, or auto-detect. Set default project and tags.
Review and confirm
Check the preview, resolve any conflicts with existing items, and click Import.

# Import configuration options
{
  "source": "google_calendar_export.ics",
  "options": {
    "importAs": "auto",           // "events", "tasks", or "auto"
    "defaultProject": "Imported",
    "defaultContext": null,
    "handleRecurring": "expand",  // "expand", "single", or "skip"
    "conflictResolution": "skip", // "skip", "replace", or "duplicate"
    "dateRange": {
      "start": "2024-01-01",
      "end": "2024-12-31"
    }
  }
}
                

Google Calendar Direct Connect

Instead of manual export/import, you can connect your Google Calendar directly via OAuth. Go to Settings > Integrations > Google Calendar to set up automatic two-way sync.

CalDAV Two-Way Sync

For real-time synchronization with external calendar servers, HyperPlanner supports the CalDAV protocol. This enables bi-directional sync with services like:

Fastmail - Full CalDAV support
NextCloud - Self-hosted calendar sync
iCloud - Apple's calendar service
Zimbra - Enterprise calendar systems
Radicale - Lightweight self-hosted server

Setting Up CalDAV Sync

Navigate to integrations
Open Settings > Integrations > CalDAV
Enter server details
Provide your CalDAV server URL, username, and password (or app-specific password)
Select calendars to sync
Choose which remote calendars to import and which HyperPlanner projects to export
Configure sync settings
Set sync frequency (real-time, every 5 min, hourly) and conflict resolution preferences

# CalDAV Configuration Example
{
  "caldav": {
    "serverUrl": "https://caldav.example.com/dav/",
    "username": "your_username",
    "authType": "oauth2",  // or "basic"
    "syncInterval": 300,   // seconds (5 minutes)
    "calendars": [
      {
        "remoteId": "personal",
        "localProject": "Personal",
        "syncDirection": "bidirectional"
      },
      {
        "remoteId": "work",
        "localProject": "Work",
        "syncDirection": "import_only"
      }
    ],
    "conflictResolution": "remote_wins",  // or "local_wins", "newest_wins"
    "syncTasks": true,
    "syncEvents": true
  }
}
                

JSON Backup Restoration

Restore from a previous HyperPlanner JSON export to recover your complete workspace, including all tasks, events, settings, automations, and themes.

Open restore dialog
Settings > Data > Restore from Backup
Select your backup file
Choose a .json file from a previous HyperPlanner export
Choose restore mode
Full Replace: Wipe current data and restore backup completely
Merge: Combine backup data with existing data, keeping both
Select components to restore
Choose which parts to restore: tasks, events, projects, settings, automations, theme
Confirm restoration
Review the summary and confirm. HyperPlanner will create an automatic backup of current data first.

Version Compatibility

HyperPlanner automatically migrates data from older export versions. However, if restoring from a much newer version, some features may not be available. Always keep your app updated.

3. Backup & Restore

Protect your data with manual or automatic backups. HyperPlanner makes it easy to create restore points and recover from any issues.

Creating Manual Backups

Create an instant backup of your current workspace:

# Quick backup via Command Bar
Press Cmd/Ctrl + K, then type:
> backup now
> export full backup

# Keyboard shortcut
Cmd/Ctrl + Shift + B  ->  Create instant backup
                

Open backup dialog
Settings > Data > Backup, or use Cmd/Ctrl + Shift + B
Choose backup location
Local download, connected cloud storage, or both
Add backup note (optional)
Describe what this backup contains for easy identification later
Create backup
Click "Create Backup" - the file will include a timestamp in the filename

Backup File Naming

# Backup file naming convention
hyperplanner_backup_2024-01-15_103045.json

# Format breakdown:
hyperplanner_backup_    # Prefix
2024-01-15              # Date (YYYY-MM-DD)
_103045                 # Time (HHMMSS)
.json                   # Extension
                

Restore Options

Restore Mode	Description	Use Case
Full Replace	Completely replaces all current data	Starting fresh, recovering from corruption
Merge	Combines backup with existing data	Recovering deleted items without losing new work
Selective	Choose specific items to restore	Restoring individual projects or settings

Automatic Backup Points

HyperPlanner automatically creates local backup points that you can restore from:

Before major changes: Bulk edits, imports, or setting changes trigger auto-backup
Daily snapshots: Last 7 days of daily backups are retained locally
Weekly archives: Last 4 weekly backups are kept for longer-term recovery

Accessing Auto-Backups

View and restore from automatic backups at Settings > Data > Backup History. You can also promote any auto-backup to a permanent saved backup.

4. Data Migration from Other Apps

Moving to HyperPlanner from another productivity tool? We provide migration guides and import tools for popular applications.

Supported Migration Sources

✅

Todoist

Import projects, tasks, labels, and filters via JSON export.

✅

Notion

Import databases exported as CSV or Markdown files.

✅

Trello

Import boards, lists, and cards from JSON export.

✅

Asana

Import projects and tasks via CSV export.

Migration from Todoist

Export from Todoist
In Todoist: Settings > Integrations > Export as template (or use API backup)
Open HyperPlanner migration tool
Settings > Data > Migrate > From Todoist
Upload export file or connect API
Either upload your export file or authenticate with Todoist for direct import
Map projects and labels
Match Todoist projects to HyperPlanner projects and labels to tags
Run migration
Review the preview and start the import process

# Todoist to HyperPlanner field mapping
{
  "mapping": {
    "content"       -> "title",
    "description"   -> "description",
    "priority"      -> "priority",      // p1->high, p2->medium, p3/p4->low
    "due.date"      -> "dueDate",
    "labels"        -> "tags",
    "project_id"    -> "project",
    "parent_id"     -> "parentTask",    // For subtasks
    "is_completed"  -> "status"         // true->completed, false->pending
  }
}
                

Migration from Trello

Export from Trello
Open board menu > More > Print and Export > Export as JSON
Open HyperPlanner migration tool
Settings > Data > Migrate > From Trello
Upload the JSON file
Select your exported Trello board file
Configure import settings
Map Trello lists to HyperPlanner lanes/statuses, labels to tags
Import attachments (optional)
Choose whether to download and import card attachments

# Trello to HyperPlanner mapping
{
  "mapping": {
    "boards": [
      {
        "trelloBoard": "Product Development",
        "hyperplannerProject": "Product Dev"
      }
    ],
    "lists": {
      "To Do"       -> "inbox",
      "In Progress" -> "in_progress",
      "Review"      -> "in_progress",
      "Done"        -> "completed"
    },
    "labels": {
      "Bug"         -> { "tag": "bug", "priority": "high" },
      "Feature"     -> { "tag": "feature" },
      "Urgent"      -> { "priority": "high" }
    }
  }
}
                

Generic CSV Import

For applications not specifically supported, use the generic CSV import to bring in task data. HyperPlanner will attempt to auto-detect columns or let you map them manually.

# Required CSV columns (minimum)
title

# Recommended columns for full import
title,description,status,priority,due_date,tags,project

# Example CSV format
title,description,status,priority,due_date,tags,project
"Complete report","Q4 financial summary",pending,high,2024-01-20,"finance;quarterly",Work
"Buy groceries","Milk, eggs, bread",pending,low,2024-01-16,"shopping",Personal
                

Migration Assistance

Need help migrating from an app not listed here? Contact our support team at support@hyperplanner.app - we can often create custom import scripts for your data.

5. Scheduling Automatic Exports

Set up automated exports to ensure your data is always backed up without manual intervention. Configure schedules for local storage, cloud services, or external servers.

Setting Up Scheduled Exports

Open automation settings
Settings > Data > Scheduled Exports
Create new schedule
Click "Add Schedule" and choose export type (JSON, ICS, or CSV)
Configure frequency
Set when exports run: daily, weekly, monthly, or custom cron schedule
Choose destination
Select where backups are saved: local folder, cloud storage, or webhook
Set retention policy
Define how many backups to keep and when old ones are automatically deleted

Schedule Configuration

# Scheduled export configuration
{
  "schedules": [
    {
      "id": "daily_backup",
      "name": "Daily Full Backup",
      "enabled": true,
      "format": "json",
      "frequency": {
        "type": "daily",
        "time": "02:00",           // 2 AM local time
        "timezone": "America/New_York"
      },
      "destination": {
        "type": "cloud",
        "provider": "google_drive",
        "folder": "/HyperPlanner Backups/Daily"
      },
      "retention": {
        "count": 7,               // Keep last 7 daily backups
        "deleteOlder": true
      },
      "notification": {
        "onSuccess": false,
        "onFailure": true,
        "email": "user@example.com"
      }
    },
    {
      "id": "weekly_archive",
      "name": "Weekly Archive",
      "enabled": true,
      "format": "json",
      "frequency": {
        "type": "weekly",
        "dayOfWeek": "sunday",
        "time": "03:00"
      },
      "destination": {
        "type": "local",
        "path": "~/Documents/HyperPlanner/Weekly"
      },
      "retention": {
        "count": 12,              // Keep 3 months of weekly backups
        "deleteOlder": true
      }
    }
  ]
}
                

Cloud Storage Destinations

Connect your preferred cloud storage for automatic backup uploads:

Provider	Setup	Features
Google Drive	OAuth connection	Folder selection, version history
Dropbox	OAuth connection	Automatic sync, file recovery
OneDrive	OAuth connection	Microsoft 365 integration
iCloud	Native (macOS/iOS)	Seamless Apple ecosystem sync
S3/R2	API credentials	Custom buckets, enterprise storage
WebDAV	Server URL + auth	Self-hosted options (NextCloud, etc.)

Webhook Exports

For advanced automation, send exports to a webhook URL. This enables integration with custom backup systems, CI/CD pipelines, or data processing workflows.

# Webhook export configuration
{
  "destination": {
    "type": "webhook",
    "url": "https://api.example.com/backups/hyperplanner",
    "method": "POST",
    "headers": {
      "Authorization": "Bearer your_api_token",
      "Content-Type": "application/json"
    },
    "payload": {
      "timestamp": "{{exportDate}}",
      "format": "{{format}}",
      "data": "{{base64EncodedData}}"
    },
    "retryOnFailure": true,
    "maxRetries": 3
  }
}
                

Export Notifications

Stay informed about your automated backups:

Email notifications: Receive alerts on success, failure, or both
In-app notifications: See backup status in your notification center
Slack/Discord: Send backup reports to team channels via webhooks
Export log: View complete history at Settings > Data > Export History

Storage Limits

Be mindful of storage quotas on cloud services. Configure retention policies to automatically delete old backups and prevent hitting storage limits. HyperPlanner will warn you when approaching 80% of connected storage capacity.

Programmatic Access

For developers and power users, HyperPlanner provides API endpoints for export and import operations.

# Export via API
curl -X GET "https://api.hyperplanner.app/v1/export" \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "format": "json",
    "includeCompleted": true,
    "dateRange": {
      "start": "2024-01-01",
      "end": "2024-12-31"
    }
  }'

# Import via API
curl -X POST "https://api.hyperplanner.app/v1/import" \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d @backup_file.json
                

For complete API documentation, including rate limits and authentication details, visit our API Documentation.

Quick Reference

Keyboard Shortcuts

Shortcut	Action
Cmd/Ctrl + Shift + E	Open Export Dialog
Cmd/Ctrl + Shift + I	Open Import Dialog
Cmd/Ctrl + Shift + B	Create Instant Backup

Command Bar Quick Actions

> export json          # Export full data as JSON
> export ics           # Export calendar as ICS
> export csv           # Export tasks as CSV
> import               # Open import dialog
> backup now           # Create instant backup
> restore              # Open restore dialog
> sync caldav          # Trigger CalDAV sync
                