Keap (Migration Guide)

Modified on Tue, 7 Jan at 11:26 AM

This guide provides detailed instructions for migrating from Keap to [the software], covering the transfer of contacts, custom fields, automations, landing pages, and other essential assets. The goal is to ensure a seamless transition while maximizing the functionality offered by [the platform].

the Step 1: Review Current Keap Setup

Identify Key Assets: List all critical assets in Keap, 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 from Keap: 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 from Keap

Export Contacts:
Navigate to Contacts > People in Keap.
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 from Keap.
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 platform].
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 platform], 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 platform].
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 in Keap

List Active Pipelines: Identify all active pipelines in Keap, 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 platform].
Create pipelines that correspond to those in Keap, 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 in Keap

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 platform].

Step 2: Recreate Automations in [the software]

Build New Workflows:
Go to Automation > Workflows in [the platform].
Recreate the automations from Keap, using [the platform’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 platform’s] Funnel & Website Builder to recreate landing pages from Keap. Ensure that the design and content closely match the original Keap 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 platform], navigate to Funnels & Websites > Forms and recreate the public forms from Keap.
Customize the form fields and settings to match those used in Keap.
Configure Form Actions: Ensure that form submissions in [the platform] trigger the correct tags and workflows, similar to the setup in Keap.

Migrate Appointments and Calendars

Step 1: Review Existing Appointments in Keap

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 platform].
Recreate each appointment type from Keap, including all relevant settings like duration, location (e.g., Zoom integration), and availability.
Integrate External Calendars:
Integrate Google or Outlook calendars with [the platform] to ensure all appointments are synced and scheduling 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

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

Step 3: Monitor and Optimize

Monitor Performance: Continuously observe the performance of your [software] setup, making adjustments as needed to optimize operations.
Continuous Improvement: Regularly review your setup to confirm 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 period to avoid disruptions in operations.
Gradual Phase-Out: Slowly reduce reliance on Keap as you become more familiar with [the platform].

Step 2: Cancel Keap Subscription

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

Step 3: Post-Migration Review

Review Success: Assess the success of the migration, documenting any challenges encountered and lessons learned.
Ongoing Monitoring: Continue monitoring your [software] setup post-migration to promptly identify and resolve any issues.