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Data Management

KiraPilot provides comprehensive data management tools to help you backup, restore, and migrate your productivity data safely. This guide covers all aspects of managing your KiraPilot data.

Understanding Your Data​

What Data Does KiraPilot Store?​

KiraPilot stores all your data locally in a SQLite database, including:

  • Tasks and Task Lists: All your tasks, descriptions, priorities, and organization
  • Time Sessions: Timer history, work sessions, and break tracking
  • AI Interactions: Conversation history and learned patterns
  • User Preferences: Settings, themes, and customizations
  • Productivity Patterns: Analytics data for AI insights
  • Dependencies: Task relationships and project structures

Data Location​

Your data is stored in the following locations:

macOS:

~/Library/Application Support/com.kirapilot.app/
├── kirapilot.db          # Main database
├── backups/              # Automatic backups
├── exports/              # Manual exports
└── logs/                 # Application logs

Windows:

%APPDATA%\com.kirapilot.app\
├── kirapilot.db          # Main database
├── backups\              # Automatic backups
├── exports\              # Manual exports
└── logs\                 # Application logs

Linux:

~/.local/share/com.kirapilot.app/
├── kirapilot.db          # Main database
├── backups/              # Automatic backups
├── exports/              # Manual exports
└── logs/                 # Application logs

Backup Strategies​

Automatic Backups​

KiraPilot can automatically backup your data at regular intervals:

  1. Enable Automatic Backups:

    • Go to Settings → Data Management
    • Toggle "Enable Automatic Backups"
    • Choose backup frequency:
      • Daily (recommended)
      • Weekly
      • Monthly

  2. Configure Backup Settings:

    • Retention: How many backups to keep (default: 30)
    • Location: Where to store backups (default: app data folder)
    • Compression: Enable to save disk space
    • Encryption: Password-protect your backups

  3. Backup Schedule:

    • Backups run when the app starts (if due)
    • Background backups during idle time
    • Manual trigger available anytime

Manual Backups​

Create backups on-demand for important milestones:

  1. Full Database Backup:

    • Go to Settings → Data Management
    • Click "Create Backup Now"
    • Choose backup location
    • Add optional description/notes

  2. Selective Backup:

    • Click "Export Data" instead
    • Choose specific data types:
      • Tasks and Task Lists
      • Time Tracking Data
      • AI Conversation History
      • User Settings
    • Select date range if needed

Backup Formats​

KiraPilot supports multiple backup formats:

Full Backup (.kpbackup):

  • Complete database snapshot
  • Includes all data and settings
  • Best for complete restoration
  • Compressed and optionally encrypted

JSON Export (.json):

  • Human-readable format
  • Good for data portability
  • Can be edited manually
  • Larger file size

CSV Export (.csv):

  • Spreadsheet-compatible
  • Good for data analysis
  • Tasks and time data only
  • Easy to import into other tools

Restoration Procedures​

Restoring from Full Backup​

To restore your complete KiraPilot data:

  1. Prepare for Restoration:

    • Close KiraPilot completely
    • Backup current data (if any) as precaution
    • Locate your backup file

  2. Restore Process:

    • Launch KiraPilot
    • Go to Settings → Data Management
    • Click "Restore from Backup"
    • Select your .kpbackup file
    • Enter password if backup is encrypted

  3. Restoration Options:

    • Complete Replace: Overwrites all current data
    • Merge Data: Combines backup with current data
    • Preview First: Shows what will be restored

  4. Post-Restoration:

    • KiraPilot will restart automatically
    • Verify your data is restored correctly
    • Check settings and preferences

Selective Data Import​

Import specific data types from exports:

  1. Import Tasks:

    • Go to Settings → Data Management → Import Data
    • Select "Tasks and Task Lists"
    • Choose your JSON or CSV file
    • Map fields if importing CSV
    • Choose merge or replace option

  2. Import Time Data:

    • Select "Time Tracking Data"
    • Choose date range to import
    • Resolve conflicts with existing data
    • Verify session accuracy

  3. Import Settings:

    • Select "User Preferences"
    • Choose which settings to import
    • Preview changes before applying
    • Restart app to apply all settings

Migration Procedures​

Migrating Between Devices​

Transfer your KiraPilot data to a new device:

  1. On Source Device:

    • Create a full backup (.kpbackup format)
    • Include all data types
    • Use encryption for security
    • Transfer file to new device securely

  2. On Target Device:

    • Install KiraPilot
    • Don't set up new data yet
    • Use restore procedure above
    • Verify all data transferred correctly

  3. Cloud Sync Alternative:

    • Enable cloud sync on source device
    • Let data sync to cloud
    • Install KiraPilot on target device
    • Sign in with same account
    • Data syncs automatically

Migrating from Other Apps​

Import data from popular productivity applications:

From Todoist​

  1. Export from Todoist:

    • Go to Todoist Settings → Backups
    • Download JSON backup
    • Save file to accessible location

  2. Import to KiraPilot:

    • Settings → Data Management → Import Data
    • Select "From Todoist"
    • Choose your JSON file
    • Map project structures to Task Lists
    • Review and confirm import

From Notion​

  1. Export from Notion:

    • Select your task database
    • Export as CSV with all properties
    • Include dates, priorities, and status

  2. Import to KiraPilot:

    • Use "Generic CSV Import"
    • Map Notion fields to KiraPilot fields:
      • Title → Task Name
      • Status → Task Status
      • Priority → Priority Level
      • Due Date → Due Date

From Apple Reminders​

  1. Export Process:

    • Use third-party export tool or manual copy
    • Create CSV with task names and lists
    • Include due dates if available

  2. Import Process:

    • Use CSV import feature
    • Create Task Lists for each Reminder list
    • Set up recurring tasks manually

From Microsoft To Do​

  1. Export Data:

    • No direct export available
    • Use browser extension or manual process
    • Create CSV with tasks and lists

  2. Import Process:

    • Follow CSV import procedure
    • Recreate shared lists as needed
    • Set up sync preferences

Data Maintenance​

Regular Maintenance Tasks​

Keep your KiraPilot data healthy:

  1. Weekly Maintenance:

    • Review and archive completed tasks
    • Clean up old time sessions
    • Check backup status
    • Update task priorities

  2. Monthly Maintenance:

    • Run database integrity check
    • Clear old AI conversation history
    • Review and update task templates
    • Analyze productivity patterns

  3. Quarterly Maintenance:

    • Full data backup to external storage
    • Review and clean task dependencies
    • Update user preferences
    • Archive old projects

Database Optimization​

Optimize performance with regular maintenance:

  1. Database Integrity Check:

    • Go to Settings → Data Management
    • Click "Verify Database Integrity"
    • Fix any issues found
    • Run monthly or after crashes

  2. Compact Database:

    • Click "Optimize Database"
    • Reclaims unused space
    • Improves query performance
    • Safe to run anytime

  3. Clear Old Data:

    • Set retention policies for:
      • Completed tasks (default: 1 year)
      • Time sessions (default: 2 years)
      • AI conversations (default: 6 months)
    • Apply policies automatically

Troubleshooting Data Issues​

Common data problems and solutions:

Corrupted Database​

Symptoms: App crashes, data missing, error messages

Solutions:

  1. Run database integrity check
  2. Restore from recent backup
  3. Use database repair tools
  4. Contact support for advanced recovery

Sync Conflicts​

Symptoms: Duplicate tasks, conflicting data between devices

Solutions:

  1. Disable sync temporarily
  2. Choose authoritative device
  3. Export data from authoritative device
  4. Clear data on other devices
  5. Import authoritative data
  6. Re-enable sync

Missing Data​

Symptoms: Tasks or time sessions disappeared

Solutions:

  1. Check active filters and views
  2. Search for missing items
  3. Check recent backups
  4. Use data recovery tools
  5. Restore from backup if needed

Security and Privacy​

Data Encryption​

Protect your sensitive data:

  1. Backup Encryption:

    • Always encrypt backups with strong passwords
    • Use different passwords for different backups
    • Store passwords securely (password manager)

  2. Local Database Encryption:

    • Enable in Settings → Security
    • Encrypts database at rest
    • Requires password on app start
    • Performance impact minimal

  3. Cloud Sync Encryption:

    • End-to-end encryption enabled by default
    • Keys stored locally only
    • Zero-knowledge architecture
    • Cannot be decrypted by KiraPilot servers

Data Privacy​

KiraPilot's privacy-first approach:

  • Local Storage: All data stored on your device
  • No Tracking: No analytics or tracking by default
  • Optional Telemetry: Crash reports only, with consent
  • Open Source: Code available for security review

Compliance​

For business users:

  • GDPR Compliant: Full data control and portability
  • HIPAA Considerations: Local storage suitable for sensitive data
  • SOC 2: Cloud sync infrastructure certified
  • Data Residency: Choose your data location

Advanced Data Management​

Scripting and Automation​

Automate data management tasks:

  1. Backup Scripts:

    # Example backup script (macOS/Linux)
    #!/bin/bash
    BACKUP_DIR="$HOME/KiraPilot-Backups"
    DATE=$(date +%Y%m%d)

    # Create backup directory
    mkdir -p "$BACKUP_DIR"

    # Copy database
    cp "$HOME/Library/Application Support/com.kirapilot.app/kirapilot.db" \
       "$BACKUP_DIR/kirapilot-$DATE.db"

    # Compress backup
    gzip "$BACKUP_DIR/kirapilot-$DATE.db"

  2. Data Export Automation:

    • Use KiraPilot's command-line interface
    • Schedule regular exports
    • Integrate with backup systems

API Access​

For advanced users and integrations:

  1. Local API:

    • REST API for local data access
    • Requires authentication token
    • Full CRUD operations available
    • Documentation in developer section

  2. Export Formats:

    • JSON for programmatic access
    • CSV for spreadsheet analysis
    • XML for system integrations
    • Custom formats via API

Bulk Operations​

Handle large datasets efficiently:

  1. Bulk Import:

    • CSV files up to 10,000 tasks
    • JSON files with complete structure
    • Progress tracking during import
    • Error handling and rollback

  2. Bulk Export:

    • Filter by date ranges
    • Select specific data types
    • Batch processing for large datasets
    • Resume interrupted exports

Best Practices​

Backup Strategy​

Implement the 3-2-1 backup rule:

  • 3 copies of important data
  • 2 different storage media types
  • 1 offsite backup location

Recommended Schedule:

  • Daily: Automatic local backups
  • Weekly: Manual backup to external drive
  • Monthly: Cloud backup or offsite storage

Data Organization​

Keep your data organized:

  1. Task Lists: Use clear, descriptive names
  2. Tags: Consistent tagging strategy
  3. Archives: Regular archiving of completed work
  4. Dependencies: Document complex relationships

Performance Optimization​

Maintain good performance:

  1. Regular Cleanup: Archive old data monthly
  2. Database Maintenance: Run optimization quarterly
  3. Backup Management: Don't keep excessive backups
  4. Sync Efficiency: Sync only necessary data

Need help with data management? Check our troubleshooting guide or contact support for personalized assistance.