CRM Migration Checklist: CRM Migration Checklist: How to Switch CRMs Without Losing Data or Dropping Deals

Why CRM migrations fail — and how to avoid it

Step 1: Pre-migration audit (Day 1–3)

1. 01

   Audit your current CRM data

   List every object type you use: contacts, companies, deals, notes, activities, custom fields, pipelines, workflows, email templates, and reports. Identify which are essential and which can be left behind.

2. 02

   Clean your data before exporting

   Merge duplicates, standardise phone number formats, remove contacts with no activity in 2+ years, and fix broken email addresses. Dirty data migrates into the new CRM and compounds over time.

3. 03

   Map fields between old and new CRM

   Create a spreadsheet mapping every field from your old CRM to the corresponding field in your new CRM. Note which fields have no equivalent — those may need a custom field in the new system or can be stored in notes.

Step 2: Export and validate (Day 4–6)

1. 01

   Export all data from your old CRM

   CSV is the universal format. Most CRMs support bulk export per object type. Export contacts, companies, deals, notes, activities, and files separately. Keep the export files organised in a single folder.

2. 02

   Validate export completeness

   Compare record counts in the export against your CRM dashboard. A mismatch means some records were not included. Check for truncated fields, missing attachments, and encoding issues in international characters.

3. 03

   Back up everything

   Store a complete backup of all exported data in a separate location (cloud storage + local drive). Keep your old CRM subscription active for at least 60 days after migration as a safety net.

Step 3: Set up the new CRM (Day 7–10)

1. 01

   Configure pipeline stages and custom fields

   Build your sales pipeline in the new CRM with stages that match your actual process. Create custom fields for any data your team depends on that is not covered by standard fields.

2. 02

   Set up users and permissions

   Invite team members, assign roles (admin, manager, user), and configure permission levels. Set up team visibility rules so each user sees only the deals and contacts they should.

3. 03

   Configure integrations and email sync

   Connect Gmail, Outlook, LinkedIn, and WhatsApp. Set up email sync so past conversations appear in the new CRM. Configure any third-party integrations you rely on (Slack, Zapier, accounting software).

Step 4: Import data (Day 11–14)

1. 01

   Import in the right order

   Always import accounts/companies first, then contacts, then deals, then activities and notes. This ensures relationships between records are preserved during import.

2. 02

   Run a test import first

   Import a small sample (10–50 records) and verify every field maps correctly. Check that custom fields populated, dates are correct, and relationships (contact-to-company, deal-to-contact) are intact.

3. 03

   Monitor for errors

   Most CRM imports generate an error log. Review it after each import batch. Common errors: duplicate detection, field length limits, required field violations, and date format mismatches.

Step 5: Testing and validation (Day 15–18)

1. 01

   Verify record completeness

   Spot-check 20–50 records across every object type. Confirm that all fields populated, attachments are accessible, and deal histories are intact.

2. 02

   Test workflows and automations

   Run every automated workflow — lead assignment, follow-up reminders, deal stage transitions, email sequences — with test records. Fix any broken triggers before go-live.

3. 03

   Pilot with power users

   Select 2–3 team members to use the new CRM exclusively for 3 days. Have them test every task they perform daily. Collect feedback and fix issues before the full rollout.

Step 6: Team training (Day 19–21)

1. 01

   Create a quickstart guide

   One-page document covering: how to log in, how to add a contact/deal, how to run an email sequence, how to view the unified inbox, and who to contact for help.

2. 02

   Run live training sessions

   Two 45-minute sessions: one for admins (configuration, reporting, user management) and one for users (daily workflow, sequences, inbox). Record both for new hires.

3. 03

   Set up a migration Slack channel

   Create a dedicated channel where team members can ask questions and report issues during the first 2 weeks. Respond to every question within 2 hours.

Step 7: Go live and monitor (Day 22+)

1. 01

   Flip the switch on a Friday

   Go live on a Friday so the team has the weekend to explore without missing deals. Announce the cutover via email with links to the quickstart guide and training recordings.

2. 02

   Keep the old CRM accessible

   Maintain read-only access to the old CRM for 60 days. Deactivate rather than delete user accounts so historical data remains referenceable.

3. 03

   Monitor adoption metrics

   Track daily active users, deals created, emails sent from the new CRM, and support requests. If adoption drops below 70% in week 2, schedule additional training.

Common CRM migration pitfalls to avoid

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