This detailed guide walks you through the process of migrating from Kartra to CRM. It covers how to move contacts, courses, websites, automations, and other essential assets to ensure a seamless transition and take full advantage of CRM’s powerful marketing and customer management tools.

Migration Preparation

Step 1: Review Current Kartra Setup

Identify Key Assets: List all the essential assets in Kartra, including leads/contacts, automations, courses, and websites.
Document Workflows: Note down all automation rules, sequences, and communication setups that are critical for ongoing operations.
Evaluate Data Volume: Determine the amount of content (videos, documents, etc.) and data (contacts, sequences) to be migrated.

Step 2: Define Migration Objectives

Set Clear Goals: Determine the key objectives for migrating to CRM, such as enhanced automation capabilities, integrated CRM, or better pricing.
Prioritize Critical Features: Focus on migrating the most essential features first to ensure continuity in your operations.

Step 3: Prepare Backup

Export Data from Kartra: Export all necessary data, including contact lists, emails, and course materials.
Backup Data: Ensure that all exported data is securely backed up before beginning the migration process.

Export Contacts

Step 1: Export Contacts

Navigate to Kartra’s Contacts: Go to Communications > Leads.
Select Contacts: Select the leads/contacts you wish to export by ticking the checkboxes.
Export Data: From the dropdown menu, choose Export to download the contacts as a CSV file. Ensure the export includes important fields such as email addresses, phone numbers, and custom fields.
Verify File Integrity: Review the CSV file to ensure all necessary contact data, including custom fields, tags, and lists, have been exported.

Step 2: Prepare CSV for CRM Import

Check Data Formats: Ensure all date fields follow the YYYY-MM-DD format for compatibility with CRM.
Encode Special Characters: Make sure the file uses UTF-8 character encoding to handle special and accented characters.
Clean Data: Remove any unnecessary characters (e.g., line breaks, emojis) and empty columns to prevent import errors.

Step 3: Import Contacts into CRM

Log in to CRM: Navigate to Contacts > Import Contacts.
Upload CSV File: Select and upload the CSV file. Ensure that all required fields, such as first name, last name, email, and phone number, are properly mapped to the corresponding fields in CRM.
Map Custom Fields: If Kartra includes any custom fields, create those fields in CRM by navigating to Contacts > Settings > Custom Fields before importing the data.
Assign Tags and Lists: Use CRM's tagging and list functionalities to organize contacts according to Kartra’s segmentation structure, such as Kartra Import tags.

Migrate Courses

Step 1: Export Course Content from Kartra

Navigate to Kartra’s Memberships Section: In Kartra, go to MyMemberships to locate course content.
Export Videos and PDFs: Download all video lessons and documents from the Memberships section to ensure you have all the necessary content for migration. Back up these files for safekeeping.
Export Quizzes and Surveys: If your courses contain quizzes or assessments, document or manually export these to replicate them in CRM.

Step 2: Prepare Course Materials for CRM

Plan the Migration: Start the migration during off-hours to reduce any disruption for learners and keep the process smooth.
Organize Course Content: Group exported content by module, making it easier to recreate in CRM.
Check File Compatibility: Ensure media files (e.g., MP4 for videos, PDF for documents) are compatible with CRM’s upload limits and formats

Migrate Offers and Automations

Step 1: Review Existing Kartra Offers and Automations

List Active Offers: Identify all current offers, including free and paid, along with their pricing structures and payment gateways.
Document Automations: Ensure you have a clear record of all automation rules, such as email sequences, tags, and trigger-based actions.

Step 2: Recreate Offers in CRM

Set Up Offers: Navigate to Funnels & Websites > Products in CRM and create offers that correspond to those in Kartra, setting up payment gateways and pricing as needed.
Grant Access to Offers: In CRM, manage offer access by assigning them to specific contacts or groups, mirroring the setup in Kartra.

Migrate Calendars

Step 1: Review Existing Calendars

Document All Events: Compile a comprehensive list of all current calendar events, including:
- Appointments: Detail the nature, frequency, and participants of each appointment.
- Bookings: Note any bookings related to services or products, including time slots and duration.
- Recurring Events: Identify any recurring events, specifying their schedules and associated details.

Step 2: Recreate Calendars in CRM

Create CRM Calendars: Navigate to Sub-account Settings > Calendars. Set up each calendar to match those in Kartra, ensuring all settings align with your previous configurations, such as reminders, assigned users, and meeting locations.
Add Calendar Integrations: Go to Subaccount Settings > Calendars > Connections to sync your Google or Outlook calendars with CRM, facilitating seamless management of appointments across platforms.
Set Up Recurring Appointments: For repeating events, manually configure recurrence rules in the CRM calendar settings to match the existing setup in Kartra.
Preview and Test: Verify that your new calendars work as expected by comparing them with the existing Kartra setup, ensuring that all functionalities are intact.
Align with Existing Schedule: Ensure that event blocks are displaying in CRM calendar accurately, taking into account time zones and availability.
Add Event Details: Include essential information for each event, such as:
- Title: Clear and descriptive names for easy identification.
- Description: Provide context or notes relevant to the event.
- Participants: Specify any attendees or stakeholders involved.
- Notifications: Set reminders and notifications to keep everyone informed.

Step 3: Customize Your CRM Calendars

Explore Calendar Styles and Settings: CRM offers various configurations to tailor your calendars to your needs.
Create Round Robin Calendars: Use this setup if you want to distribute appointments among multiple team members.
Set Up Class Schedules: Configure calendars for group sessions or classes to manage collective appointments effectively.
Recurring Appointments: Set up recurring sessions for ongoing meetings or classes, ensuring consistency in scheduling.
Advanced Customization: Adjust colors, availability, and user permissions to fit your organizational needs.
Seek Additional Resources: For more detailed instructions on setting up these calendar types, visit the CRM help center and search for Calendars Setup to access comprehensive guides and tips.

Migrate Integrations

Step 1: Review Existing Integrations in Kartra

Export Course Content: Download videos, PDFs, and other course materials from the Memberships or Products sections in Kartra.

Step 2: Recreate Automations in CRM

Build New Workflows: Go to Automation > Workflows in CRM and recreate the automations from Kartra, using CRM’s triggers, conditions, and actions to achieve similar results.
Test Workflows: Thoroughly test all recreated workflows to ensure they function correctly and adjust any settings as necessary.

Migrate Websites and Funnels

Step 1: Recreate Website Pages in CRM

Rebuild Website Pages: Use CRM’s Website Builder to recreate all key pages from Kartra, including sales pages, landing pages, and checkout pages. Ensure that the design and content match your original pages as closely as possible.
Add Content: Import all relevant text, images, videos, and other media into your CRM pages to fully replicate your Kartra site.

Step 2: Recreate Funnels

Build New Funnels: Navigate to Sites > Funnels in CRM and recreate the funnels you had in Kartra, including all landing pages, opt-in forms, and email sequences.
Customize Funnel Pages: Use CRM’s drag-and-drop editor to customize funnel pages, ensuring they align with your previous setup in Kartra.

Final Checks and Training

Step 1: Perform Final Data Validation

Cross-Check Data: Verify that all data has been successfully migrated, including contacts, course materials, and automations.
Validate Workflows: Ensure that all workflows and automations are operational in CRM.

Step 2: Train Team Members

CRM Training: Provide necessary training to your team on using CRM’s CRM, automation, and course management tools.
Leverage Support Resources: Encourage your team to use CRM’s support resources for continuous learning and troubleshooting.

Step 3: Monitor and Optimize

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

Decommissioning Kartra

Step 1: Transition Period

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

Step 2: Cancel Kartra Subscription

Final Data Backup: Ensure that all necessary data is securely backed up before canceling your Kartra subscription.
Official Cancellation: Follow Kartra’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 CRM setup post-migration to catch and resolve any issues promptly.