# Backup & Data Safety Your business data is valuable. The **Backup** feature in ActuaryPOS Hybrid Solution 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 1. Go to **Backup** from the left sidebar. 2. You'll see a list of any existing backups. 3. Click the **Create Backup** button. 4. The system will create a copy of your entire database. 5. 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 1. Go to **Backup** from the left sidebar. 2. Find the backup you want in the list. 3. Click the **Download** button next to it. 4. The backup file will download to your computer. 5. Store it in a safe place (external drive, cloud storage, etc.). 📸 *[Screenshot: The backup list with download button highlighted]* --- ## How to Delete Old Backups 1. Go to **Backup** from the left sidebar. 2. Find the backup you want to remove. 3. Click the **Delete** button next to it. 4. 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 1. Go to **Backup** from the left sidebar. 2. Look for the **Google Drive** section. 3. Click **Connect Google Drive** (or **Authorise**). 4. Sign in with your Google account. 5. Grant permission for ActuaryPOS Hybrid Solution to access your Drive. 6. 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 1. After connecting Google Drive, create a backup as before. 2. Click the **Sync to Google Drive** button next to the backup. 3. 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