Guide
How to switch software without losing your data
A short checklist for moving from one tool to another, so nothing important is left behind.
Comparing two tools is the easy part. Moving from one to the other is where things go wrong: data left behind, automations that silently stop, a team that keeps using the old tool. This checklist keeps a switch under control.
1. Export everything first
Before you cancel anything, export your data from the old tool in every format it offers. Check the export actually contains what you expect: custom fields, tags, dates and attachments are the things most often missing.
2. List what the old tool does for you
Write down every automation, integration and scheduled report. These are easy to forget because they run without you.
3. Run both side by side
Keep the old tool for a short overlap, two to four weeks is typical, while you set up the new one. It costs a little extra and saves a lot of risk.
4. Import a small sample
Import a small part of your data into the new tool and check it carefully before you import the rest.
5. Rebuild the automations
Recreate each item on your list from step 2 and test it with real examples.
6. Update the links
Forms on your website, links in email signatures and connections to other tools all need to point at the new tool.
7. Then cancel
Cancel the old tool only after a full cycle has run cleanly on the new one. Note the date your old plan would have renewed, so you are not charged again.