What is Data Backup?

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Introduction

The Data Backup feature in Zoho People allows enterprise users to securely transfer organizational data from Zoho servers to their own systems. Backups include form-based data (such as Employee Information, Leave, Performance, etc.) and associated files from your Zoho People account.

With options for manual and scheduled backups, you can ensure your data is consistently preserved without the need for repetitive tasks.

Step-by-Step Instructions

Availability

Only available in the Enterprise Plan

  • Users on other plans can manually back up individual forms using the Export option:
    Navigate to:
    Operations > Select Service > Select Form > Click Ellipsis (⋮) > Choose Export

 What’s Included in a Backup

Automatically backed up data:

  • Employee Information
  • Leave Records
  • Performance Data
  • Other Form-Based Data
  • Uploaded Files

Not included in automatic backups:

  • Time Logs
  • Timesheets
  • Attendance Data

These must be exported manually from the Operations page.

 

How to Back Up Data

 

Navigate to: Operations > Data Administration > Data Backup You will find the following options:

 

Backup Now

  • Instantly generates a backup and sends it to your registered email.

Scheduled Backups

Choose how often backups should be performed:

  • Weekly

3. SEO Configuration

Optimize your pages for search engines using Zoho Sites’ built-in SEO tools.

Steps:

  • Go to the SEO
  • Page Title: This appears as the headline in search results.
  • Keywords: Add comma-separated keywords relevant to your page.
  • Description: Add a short summary that appears in search results.
  • Robots Options:
    • noindex – Do not list this page in search engines.
    • nofollow – Search engines won’t follow links on this page.
    • noarchive – Prevents storing a cached copy.
  • Sitemap XML: Toggle ON to allow indexing.
  • Change Frequency: How often your content is updated (e.g., daily, weekly).
  • Priority: Set importance of the page relative to others (1.0 = highest).
  • Every 2 Weeks
  • Monthly

Monthly Scheduling Details
You can:

  • Choose a specific week and day, or
  • Select an exact date of the month to run the backup
  • Backup Security
  • Backup files are sent via email and protected with a password.
  • The password is included in the same email.
  • Backup download links expire in 7 days from the date of issue.

Backup Log

On the right side of the Data Backup page, you’ll find the Backup Log.
This shows the history of:

  • Completed backups
  • Failed backups

Use this log to track and verify the status of your backups.

Important Notes

  • A maximum of 5 backups can be performed each month.
  • Backup links are time-sensitive and should be downloaded promptly.

Why Use Data Backup?

  • Ensure business continuity and data recovery
  • Protect critical HR data
  • Meet internal or regulatory compliance needs
  • Have offline access to records

For more control over your organization’s data and peace of mind, make the most of Zoho People’s Data Backup capabilities.

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