Keap (Migration Guide)

Modified on Thu, 9 Oct at 2:27 AM

Prepare for Migration

Step 1: Review Current Setup

Identify Key Assets: List all critical assets, including contacts, custom fields, pipelines, automations, and landing pages.
Document Workflows: Note down all automation sequences, campaigns, and other workflows that are essential for ongoing operations.
Evaluate Data Volume: Assess the amount of data (contacts, custom fields, automations) that needs to be migrated.

Step 2: Define Migration Objectives

Set Clear Goals: Identify the key reasons for migrating to the software, such as enhanced automation capabilities, integrated CRM, or improved pricing.
Prioritize Critical Features: Focus on migrating the most critical features first to ensure uninterrupted operations.

Step 3: Prepare Backup

Export Data: Export all necessary data, including contact lists, custom fields, and automation sequences.
Backup Data: Ensure all exported data is securely backed up before starting the migration process.

Migrate Contacts & Custom Fields

Step 1: Export Data

Export Contacts:
- Navigate to Contacts > People.
- Select the contacts you want to export or use the Select All option.
- Click Export and choose to download the contact data as a CSV file.
- For large exports (over 1,000 contacts), enter your email address to receive a download link.
Export Custom Fields: Document or export all custom fields associated with contacts and companies. Note that custom fields need to be recreated manually in the software.
Document Automation Rules: Record all automation sequences, triggers, and actions by taking screenshots or documenting them manually.

Step 2: Import Data into the software

Import Contacts:
- In the software, go to Contacts > Import Contacts and upload the CSV file exported from Keap.
- Map the custom fields from Keap to the software during the import process.
Recreate Custom Fields:
- Navigate to Settings > Custom Fields in the software.
- Recreate each custom field from Keap, ensuring to match the field types appropriately.
Recreate Tags: In the software, manually create any tags used in Keap to ensure accurate contact segmentation.

Migrate Pipelines and Deals

Step 1: Review Existing Pipelines

List Active Pipelines: Identify all active pipelines, including the stages and associated deals.
Document Deal Information: Note down all key details associated with each deal, such as deal value, stage, and associated contacts.

Step 2: Recreate Pipelines in the software

Set Up Pipelines:
- Navigate to Opportunities > Pipelines in the software.
- Create pipelines that correspond to those in the previous system, adding the same stages and settings.
Manually Transfer Deals: Recreate each deal in the software by manually entering the deal information, ensuring to match the deal stage and contact association.

Migrate Automations and Campaigns

Step 1: Review Existing Automations

List Active Automations: Identify all active automations, including email sequences, tags, and triggers.
Document Automation Flows: Take detailed notes or screenshots of each automation flow to facilitate recreation in the software.

Step 2: Recreate Automations in the software

Build New Workflows:
- Go to Automation > Workflows in the software.
- Recreate the automations from the previous system, using the software’s triggers, conditions, and actions to achieve similar results.
Test Workflows: Test all recreated workflows thoroughly to ensure they function correctly, making any necessary adjustments.

Migrate Landing Pages and Forms

Step 1: Recreate Landing Pages in the software

Rebuild Landing Pages: Use the software’s Funnel & Website Builder to recreate landing pages from the previous system. Ensure that the design and content closely match the original landing pages.
Add Forms: Embed forms into landing pages as required, ensuring they capture the necessary lead information and trigger the correct tags or automations.

Step 2: Customize Forms

Recreate Public Forms:
- In the software, navigate to Funnels & Websites > Forms and recreate the public forms.
- Customize the form fields and settings to match those used in the previous system.
Configure Form Actions: Ensure that form submissions in the software trigger the correct tags and workflows, similar to the setup in the previous system.

Migrate Appointments and Calendars

Step 1: Review Existing Appointments

List Active Appointment Types: Identify all existing appointment types and associated settings, including reminders and integrations.
Document Appointment Settings: Note down all key settings related to each appointment type, such as duration, availability, and reminders.

Step 2: Recreate Appointment Types in the software

Set Up Appointment Types:
- Navigate to Calendars > Appointment Types in the software.
- Recreate each appointment type, including all relevant settings like duration, location (Zoom integration), and availability.
Integrate External Calendars: Integrate Google or Outlook calendars with the software to ensure all appointments are synced and conflicts are avoided.

Final Checks and Training

Step 1: Perform Final Data Validation

Cross-Check Data: Verify that all data has been successfully migrated, including contacts, pipelines, automations, and landing pages.
Validate Workflows: Ensure that all workflows and automations are operational in the software.

Step 2: Train Team Members

Software Training: Provide necessary training to your team on using the software’s CRM, automation, and appointment management tools.
Leverage Support Resources: Encourage your team to utilize the software’s support resources for ongoing learning and troubleshooting.

Step 3: Monitor and Optimize

Monitor Performance: Continuously monitor the performance of your software setup, making adjustments as needed to optimize operations.
Continuous Improvement: Regularly review your setup to ensure it meets your evolving business needs.

Decommissioning Keap

Step 1: Transition Period

Run in Parallel: Consider running both Keap and the software in parallel during the transition to ensure no disruptions in operations.
Gradual Phase-Out: Slowly reduce reliance on Keap as you become more comfortable with the software.

Step 2: Cancel Keap Subscription

Final Data Backup: Ensure that all necessary data is securely backed up before canceling your Keap subscription.
Official Cancellation: Follow Keap’s process to cancel your subscription and terminate any associated services.

Step 3: Post-Migration Review

Review Success: Evaluate the success of the migration, documenting any challenges faced and lessons learned.
Ongoing Monitoring: Keep an eye on your software setup post-migration to catch and resolve any issues promptly.