How to Back Up Your Project Management Workspace
Export your full workspace, projects, tasks, comments, time entries, to JSON in one click. Why PM backups matter and how often to run them.
Why nobody thinks about PM tool backups
Project management tools are treated as operational systems, something you use daily, not something you back up. This is a reasonable assumption for tools hosted by large providers with SLAs and redundant infrastructure. But the backup question is not primarily about the provider's infrastructure. It is about data portability and risk. If you migrate to a different tool, the export matters. If a team member accidentally deletes a project, the backup matters. If a dispute arises about what was agreed or when work was delivered, the historical record matters.
"A CSV of task names tells you what tasks existed. A full workspace backup tells you what the tasks were, who owned them, what was discussed, and how much time was logged. That difference matters when you need to reconstruct what happened on a project."
What a workspace backup actually means
A PM tool backup is not a screenshot of the current board state. A meaningful backup captures the full relational data: projects with their complete task lists, tasks with their comments and version history, time entries linked to tasks and team members, and employee profiles. A CSV of task names tells you what tasks existed. A JSON backup tells you what the tasks were, who owned them, what was discussed in comments, and how much time was logged against each. That difference matters when the backup is actually needed.
What gets included in a Melororium backup
The full workspace backup from Melororium exports to a single JSON file:
- All projects, active, archived, and completed
- All tasks, including subtasks, descriptions, custom fields, and assignees
- All comments, threaded, with author name and exact timestamp
- All assignees, linked to their employee profiles
- All employees, profile data including role, hourly rate, and timezone
- All time entries, linked to tasks, projects, and employees
Flat-fee · No seat tax
Done paying per seat? Melororium covers tasks, time tracking, and client CRM for teams of 4–25 — one flat monthly price.
How to run a backup
The backup export is available to workspace owners and admins:
- Open Settings in Melororium
- Navigate to Backup & History
- Click Export Full Backup
- The JSON file downloads immediately to the browser's default download location
What to do with the backup file
The backup file is a standard JSON file that can be opened in any text editor, imported into a database, or processed with standard JSON parsing tools. For most agencies, the backup serves as an insurance policy, you store it and rarely need to open it. Store the backup in a location separate from the primary workspace: a shared drive (Google Drive, Dropbox, OneDrive), a local server, or a cloud storage bucket. Do not store the backup only on the device where it was downloaded.
How often should you run a backup
Recommended frequency by agency size and activity level:
- Small agencies (1–5 active projects): monthly backup is sufficient for most risk profiles
- Active agencies (6–15 active projects): weekly backup recommended, a week of lost data is significant
- During migration or major changes: daily backup until the migration is confirmed stable
Which plan includes Backup & History
Backup & History, including the full JSON workspace export and task version history, is included in the Agency plan: $59/month for up to 10 users, flat fee. The Starter plan ($29/month, 4 users) includes basic data export but not the full relational workspace backup with version history.
Agency plan includes this.
$59/mo · 10 users · flat fee. No per-seat fees.
