How to export appointment history from Desk as CSV or PDF

With Desk Pro for the selected business, an owner or manager can export appointment history from Business Settings → Reports → Appointments in the mobile app. Choose the period with Change date range, then use Export Report and select CSV or PDF.

The preview shows only the first rows. The export includes every row in the selected report for that period. Check the business, report, and dates before saving so you get the records you need.

Choose the report that answers your question

Start with Appointments when you need a record of visits and their statuses. A payment list or client activity report answers a different question.

Appointment value alone does not confirm that a payment was collected. If you need transaction details, choose Payment Transactions rather than treating the appointment report as payment history.

The Clients report also has a different purpose from an import-ready contact file. Do not assume that any report will fit another app's import requirements without checking that app's required fields.

These report descriptions follow Desk's reports documentation. Full reports and exports are a Pro feature; review the current plan details if you need access.

Export from the Desk mobile app

1. Select the business whose records you need and open Business Settings → Reports.
2. Open Appointments.
3. Use Change date range to select the period you want to review. Check both dates before continuing.
4. Tap Export Report and choose CSV (spreadsheet) or PDF (document).
5. Save the file to a location you can find, then open that saved file to check it.

Choose CSV when you want to sort or filter the rows in a spreadsheet. Choose PDF when you want a readable document to review, print, or share without rearranging the table.

You do not need to screenshot the preview or copy its visible rows by hand to get the complete selected report.

Export from the web dashboard

You can also use a computer when you want a larger view:

1. Open the Desk web dashboard and go to Reports for the selected business.
2. Open Appointments and choose the period you need.
3. Use Download CSV to download the spreadsheet file.
4. For a PDF, use Print PDF, then choose a PDF-saving destination in your browser's print dialog and save the document.

The web controls have different names from the mobile app's Export Report menu. Print PDF opens a printable view; opening it is not the same as having saved a PDF file.

If the print view is blocked by a pop-up restriction, allow pop-ups for the Desk site and try again. Keep the permission specific to that site.

Check the actual file, not just the preview

Open the export before using it or sending it to someone else. Recheck the business, report, and period you selected in Desk, then inspect the file's headings, statuses, and values in several records you recognize. Avoid posting client details in a public screenshot while checking.

Check records near the beginning and end of the requested period. If the dates or statuses do not match what you expected, revisit the business and report settings before treating the file as complete for your task.

If a spreadsheet shows fewer rows than expected, check whether a filter is hiding some of them. If the report is empty, recheck the selected business, period, and report type. Resolve any remaining discrepancy with support rather than assuming that missing records were deleted.

Keep a clear copy and know what it contains

Use a filename that identifies the business, report, and period. Keep the original export unchanged and work on a copy if you plan to sort, filter, or remove columns.

Before sharing, check the recipient and include only the data they need. If you remove information for sharing, keep that edited version separate from your original file.

This export is a report for the scope you selected. It is not proof that you have a complete backup of every client note, form, payment record, and setting, or a file another booking app can restore.

If Reports is missing, check that the selected business has Desk Pro and that your role is Owner or Manager. Other roles do not see the section. Ask the owner to review the plan or your access if needed.