A CRM migration is rarely just a technical export and import. It is the moment where years of habits, shortcuts and undocumented rules suddenly become visible. Here is the checklist we follow on every migration project.
1. Audit what you have
Count your records, list your objects and properties, and find out which ones are actually used. It is common to discover that half of the custom fields have not been filled in for years.
2. Decide what not to migrate
Old test records, duplicates and abandoned properties should stay behind. A migration is the best opportunity you will get to start clean.
3. Clean before you move
Merge duplicates, normalize formats (phone numbers, countries, dates) and fix ownership. Cleaning data in the old system is always easier than cleaning it after the move.
4. Map every field
Build a mapping document that links each source field to its destination, with its format and any transformation rule. This document becomes the reference for everyone involved.
5. Preserve relationships
Contacts belong to companies, deals belong to contacts, tickets belong to customers. Losing these associations is the most common reason reports stop working after a migration.
6. Test with a sample
Run the migration on a small, representative sample first. Check records, associations, owners and reports with the people who use them every day.
7. Plan the cutover
- Freeze changes in the old system during the final import
- Rebuild or re-enable automations only after the data is validated
- Keep the old system in read-only mode for a few weeks
- Train your team on what changed and why
A careful migration takes a little longer upfront, but it saves weeks of corrections afterwards. Planning a migration? See how we approach CRM migration and cleanup.