How do you export your data from Loxo and move to Vayora?
In Loxo an admin selects people or companies, clicks Export and receives a CSV by email, with the columns you have on screen. Resumes, documents, activity history, work history and education are not in it, and a full data export is only available through support once the contract is fulfilled. Export now, pull files separately, then load the CSVs into Vayora, which maps columns, dedupes as it loads and lets you undo a run.
Written by the Vayora team. Updated 28 October 2026.
Loxo's export is simple to run and narrower than most agencies expect. It gives you the people and company fields you can see in list view. It does not give you the files or the history, and the route to a complete export runs through Loxo support and the end of your contract.
This guide follows Loxo's own help-centre article on exporting people and company records, read on 28 October 2026. It shows what you can take today, what has to be gathered another way, how the fields land in Vayora and how to plan the switch around your renewal date.
The timing point is the one to read twice. Planning backwards from your contract end is safer than planning forwards from the day you decide to leave.
For the general picture, see how long a recruitment CRM migration takes.
What can you export from Loxo, and how?
Loxo's article says to tick the records you want on the People page, use Select All for larger sets, click Export at the top right and choose Export selected. Loxo then emails a CSV to the address tied to your username. The same steps work on the Companies page.
You must be an Admin to export. The columns are the built-in and custom fields displayed in List view, so a column you have hidden is a column you will not get. Export time depends on how many records and fields you select; the article suggests filters such as created date, or batches, for large sets.
For candidates in a job, open the job pipeline, switch from Kanban to List view, select the people and export. For other job data the article points to Loxo Reports. Email log entries can be exported from the Email Log with a date range. Checked 28 October 2026.
What is usually missing or awkward?
The article is plain about the gaps: resumes, forms and documents are not in the CSV and must be exported individually from each profile, and activity feed history, work experience history and education profiles are not included either. That means notes and call history from the activity feed need another route.
A full data export is, per the article, available by contacting Loxo support and only once a contract is fulfilled. It also says data is removed 30 days after non-renewal and that recovering deleted data is not generally permitted. Do your own exports well before the end date.
Two smaller limits: accounts that use Loxo Source can export 500 Source-originated profiles per 30 rolling days, and for very large exports, such as more than 15,000 contacts, Loxo may restrict exports to one page at a time and ask you to contact support.
- Show every column you want in List view before you export.
- Export in batches by created date if the file is large.
- Ask support about the full export before you give notice, not after.
- Keep a plain list of everything you could not export, with the date you checked.
How do Loxo fields map to Vayora?
Vayora's importer reads the headers and proposes a mapping. Loxo's State and location columns are handled, and fields it cannot place become custom fields you accept or skip.
| Loxo object | Loxo export | Vayora object | Notes |
|---|---|---|---|
| Person | People page export to CSV | Candidate | Name, email, phone, location, title, company, LinkedIn, tags and owner map directly; contacts you hold as people may belong as Contacts instead, so split the file |
| Person custom fields | CSV, if shown in List view | Custom field | Proposed as new fields; you confirm or skip |
| Company | Companies page export to CSV | Company | Name, website, industry, city, country, owner |
| Job | Reports export, or pipeline list | Role | Title, client, location and description if in the report |
| Job pipeline candidates | List view export from the job | Pipeline entry | Needs candidate email, job title, stage and date columns; not a placement record with fee |
| Activity feed and notes | Not in the people export | Not imported | Not imported unless you produce a notes file; keep an export |
| Work history and education | Not in the people export | Candidate profile | Imported only if a column holds them; otherwise re-created from CVs |
| Resumes and documents | Individually from each profile | Candidate files | Zipped bundle matched by filename or a manifest |
| Email log | Email Log export | Not imported | Not imported; keep an export |
| Timesheets, fees, invoices | Reports | Not imported | Not imported; keep an export |
How should you clean the data before importing?
Loxo agencies often hold sourced profiles alongside people they actually know. Separate them. A profile that was pulled in for one search and never contacted is data you have to justify holding. The ICO's storage limitation guidance asks you to keep personal data no longer than you need it and be able to explain why.
Contacts and candidates share one list in some set-ups, so split the file before you import: people who are clients go in as Contacts attached to a company, the rest as candidates. Keep consent, source and do-not-contact columns. Vayora blocks email and text for a do-not-contact status if the column is present.
Let the load handle repeats rather than cleaning by hand. Duplicate candidate records explains the matching.
What is a sensible cutover plan for a working desk?
Start from your renewal date. Open your agreement, find the notice period and end date, and work backwards. Run the CSV exports early, list what is missing, and ask Loxo support what a full export involves and when it would be delivered.
Run a trial import of the people export into Vayora and have consultants check records they know. Then settle the mapping, take the final exports at close of play, load them and start the desk in the new system the next morning. Keep any overlap to a day or two.
Move live work first: open roles and pipelines, then active clients, then the rest of the book. Keep Loxo accessible, not in use, until your first-week checks are done and your contract allows.
Tell consultants the exact day the old system stops taking new records, in writing, and name one person who answers every question about where something lives. Most split records come from one consultant who did not hear.
What should you check in the first week?
Compare ten known people with Loxo: owner, contact details, tags and files. Check that custom fields landed where you expect. Open each live job and confirm candidates sit on the right stage.
Because notes and history are not in the people export, test a search that relies on them and see what is missing. If the answer is a lot, decide whether to rebuild that context from CVs and recent emails or to accept a clean start for older records. Work through the Potential duplicates list, check do-not-contact people cannot be messaged, and confirm someone is responsible for the data you kept but did not import.
Where Vayora fits
Vayora imports CSV and Excel files (.xlsx), proposes the column mapping for you to confirm, and handles candidates, companies, contacts, roles, notes and pipeline history. CVs come across as a zipped bundle matched by filename or a short manifest. Candidates are matched on email and LinkedIn profile as rows load, with a shared phone number queued for review. A run of up to 5,000 rows can be undone as a whole. A free migration service can connect to a supported old system through an authorised connection.
Not imported: fees, rates, timesheets, invoices, email logs, tasks and meetings. See the Vayora and Loxo comparison or Loxo alternatives if you are weighing options. To try your own export, start a free trial.
Common questions
- Who can export from Loxo?
- Admins only. Loxo's help article says exporting is reserved for agency admins, and that if you cannot export you should ask an admin to update your permissions. The CSV is emailed to the address tied to your Loxo username. Checked 28 October 2026.
- Does the Loxo export include notes and resumes?
- No. The article says resumes, forms and documents must be exported individually from each profile, and that activity feed history, work experience history and education profiles are not included. Plan a separate route for notes and files before your contract ends.
- When can I get a full data export from Loxo?
- The help article says a full export is available by contacting Loxo support, and only once a contract is fulfilled. It also says data is removed 30 days after non-renewal. Ask support early, and take your own CSV exports well before the end date.
- Will my sourced Loxo profiles come into Vayora?
- Only what you export. Loxo's article limits Source-originated profiles to 500 per 30 rolling days and leaves the rest out. Decide which sourced profiles you have a reason to keep before importing, since you will need to justify holding them.