Keeping records for 3 years and exporting

You must keep a record of every qualifying tip (every tip you must share fairly) and how it was shared, including how much each worker got. You must keep it for 3 years from the date the customer paid each tip.

• Every tip you record: the date, where it came from and the amount.
• Every allocation, with each worker's hours, weight and share.
• Every version of your tipping policy.
• A log of every change, such as tips added or deleted and allocations marked as paid.

Tips that have been shared out, and hours in those periods, can't be deleted, so the record can't be changed by accident.

Fairpool automatically deletes an allocation, and the tips in it, once the end of the allocation period, its pay-by date and the date it was paid are all more than 3 years ago. It never does while any tip in it is less than 3 years old, or while a correction or top-up to it is still kept. So every tip is kept for at least 3 years after the customer paid. Hours are kept for 3 years and 2 months. Tips that are never shared out are deleted 3 years after the customer paid them, like every other tip record.

1. Go to Records in the top menu.
2. Press Export allocations CSV to download every worker's share.
3. Press Export tip intake CSV to download every tip you've recorded.
4. Save both files somewhere safe, such as your business's cloud storage. Do this every few months as a backup.

The Records page also lists every tip, allocation and change, newest first, with links to each allocation and its payroll CSV.

Venues can't be deleted, only archived, and an archived venue's records stay in your exports. If you delete your whole organisation, its records are deleted for good. Download them first and keep them for 3 years.

If your plan ends, you can still view and download everything. See Billing, free trial and plans.