Backup & Data Safety
Your business data is valuable. The Backup feature in Actuary POS Software lets you create copies of your entire database, download them, and even sync them to Google Drive for extra safety.
What You'll Learn
- How to create a manual backup
- How to download and restore backups
- How to set up automatic backups
- How to connect Google Drive for cloud backup
How to Create a Manual Backup
- Go to Backup from the left sidebar.
- You'll see a list of any existing backups.
- Click the Create Backup button.
- The system will create a copy of your entire database.
- When finished, the new backup appears in the list with its date and file size.
📸 [Screenshot: The Backup page with the Create Backup button and backup list]
💡 Tip: Create a manual backup before making any major changes to your settings or data.
How to Download a Backup
- Go to Backup from the left sidebar.
- Find the backup you want in the list.
- Click the Download button next to it.
- The backup file will download to your computer.
- Store it in a safe place (external drive, cloud storage, etc.).
📸 [Screenshot: The backup list with download button highlighted]
How to Delete Old Backups
- Go to Backup from the left sidebar.
- Find the backup you want to remove.
- Click the Delete button next to it.
- Confirm the deletion.
⚠️ Important: Only delete backups you no longer need. Keep at least 2–3 recent backups at all times.
Google Drive Cloud Backup
For extra safety, you can sync your backups to Google Drive automatically.
How to Set Up Google Drive Backup
- Go to Backup from the left sidebar.
- Look for the Google Drive section.
- Click Connect Google Drive (or Authorise).
- Sign in with your Google account.
- Grant permission for Actuary POS Software to access your Drive.
- Once connected, you'll see a green "Connected" status.
📸 [Screenshot: The Google Drive connection section with the Authorise button]
How to Sync a Backup to Google Drive
- After connecting Google Drive, create a backup as before.
- Click the Sync to Google Drive button next to the backup.
- The backup will upload to your Google Drive.
📸 [Screenshot: The sync button next to a backup entry]
💡 Tip: Your administrator can enable automatic sync — every new backup is automatically sent to Google Drive.
Automatic Backups
Your administrator can schedule automatic daily backups:
- Backups run at the time set in the system (default is 3:55 AM)
- The backup file is stored locally and optionally synced to Google Drive
- Old backups can be automatically cleaned up to save space
Ask your system administrator to set this up if it's not already running.
Settings & Options
| Setting | What It Does | Where to Find It |
|---|---|---|
| Backup Disk | Where backup files are saved | System configuration |
| Backup Time | What time automatic backups run | System configuration |
| Google Drive Sync | Automatically upload new backups to Google Drive | Backup settings |
Common Questions
Q: How long does a backup take? A: Usually a few seconds to a couple of minutes, depending on how much data you have.
Q: Can I restore from a backup? A: Yes, but restoring requires technical assistance. Contact your system administrator for help.
Q: Does backup include uploaded files (photos, documents)? A: The standard backup includes your database (all transactions, settings, products, etc.). Uploaded files may need to be backed up separately.
Q: How often should I back up? A: We recommend daily backups. Set up automatic backups so you don't have to remember.
Tips & Best Practices
- 📌 Back up every day — even if you think nothing important changed
- 📌 Download a copy to your computer or external drive regularly
- 📌 Connect Google Drive for automatic cloud backup — two copies are better than one
- 📌 Create a manual backup before major changes (like bulk imports or settings changes)
- 📌 Test your backups periodically to make sure they can be restored