Agency CRM migration checklist

Use this checklist to plan a CRM move without losing data, client trust or working automations. It works for any pair of systems. Print it, tick each box and write the owner and date beside each task.

Project name: ______________________ Start date: ____________ Target switch date: ____________ Owner: ______________

1. Decide whether to move

• Write down the three problems the current system causes. Be specific.
• Check whether each problem could be fixed by changing settings, training or process instead.
• Note your contract end date and any notice period for the current system.
• Confirm who can approve the move and the spend.
• Agree what “done” means (for example: all active clients running in the new system, old system read-only).

2. Audit what you have today

Area	What to list	Owner	Done
Contacts and companies	Count of records, custom fields, tags, duplicates		[ ]
Pipelines and stages	Every pipeline, its stages and what each stage means		[ ]
Automations	Each workflow: trigger, actions, who it affects		[ ]
Forms, surveys, landing pages	URL, where embedded, what happens on submit		[ ]
Email and SMS	Templates, sending domains, number(s), opt-in records		[ ]
Calendars and booking	Links in use, round-robin rules, reminders		[ ]
Integrations	Every connected tool, API key and webhook		[ ]
Users and permissions	Who has access, at what level		[ ]
Reports and dashboards	Which ones people actually use		[ ]
Files and notes	Attachments, call recordings, conversation history		[ ]

3. Per-client plan (agencies)

Copy this block for each client account.

• Client name: ______________________
• Contact at the client who will approve the cut-over: ______________________
• Their data, automations and integrations listed (use section 2)
• Agreed switch date and a quiet period with no campaigns
• Client told in writing what will change and what they need to do
• Rollback plan agreed

4. Choose the target and check fit

• List must-have features, using the audit above.
• Compare at least two options against the same criteria.
• Confirm the new system can import or receive each data type in section 2.
• Check what cannot be moved (for example: message history, some automations, file attachments) and decide how to keep it.
• Check pricing against your real client or user count, and note the date you checked it.
• Run a small trial with real but non-critical data.

5. Prepare the data

• Export everything from the old system. Keep the raw export untouched.
• Store exports somewhere access-controlled, with a named owner.
• Remove duplicates and clearly dead records.
• Map every old field to a new field. Use the table below.
• Standardise formats (phone numbers, dates, country and state names).
• Record consent status and opt-outs for every contact, and carry them across.

Old field	New field	Format change	Notes

6. Rebuild and test

• Recreate pipelines and stages.
• Rebuild automations, one at a time, and test each with a dummy contact.
• Recreate forms and update any embedded versions on live sites.
• Set up sending domains and authentication for email; confirm your number setup for SMS.
• Connect integrations and send a test event through each.
• Create users and set permissions.
• Import a sample of 20 to 50 contacts and check them by eye.
• Import the full set. Compare record counts with the export.

7. Cut over

• Pause outbound campaigns in the old system.
• Take a final export of changes since the first one.
• Import the delta.
• Switch form endpoints, tracking, booking links and webhooks to the new system.
• Turn on automations in the new system.
• Set the old system to read-only. Do not cancel yet.
• Send a test lead through every live entry point and confirm it arrives correctly.

8. First 30 days

• Check new leads daily for the first week.
• Ask each user what is missing or confusing.
• Review failed automations and bounced messages weekly.
• Confirm reports match what you expect.
• Hold a short review with each client.
• Cancel the old system only after your contract allows it and you are sure nothing is missing.
• Archive the final export and note where it lives.

Sign-off

Role	Name	Date
Project owner
Approver

Vendor-neutral working document from Stakmotive. It is a planning aid, not legal or technical advice. Check your own contracts and data obligations.