Keap to CRM (Migration Guide)

This guide offers step-by-step instructions for migrating from Keap to CRM, including the transfer of contacts, custom fields, automations, landing pages, and other key assets. It is designed to facilitate a smooth transition while optimizing the features and capabilities of CRM.

 

Prepare for Migration

 

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 CRM, 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 CRM.
  
  
• Document Automation Rules: Record all automation sequences, triggers, and actions by taking screenshots or documenting them manually.

 

Step 2: Import Data into CRM

• Import Contacts:
  • In CRM, go to Contacts > Import Contacts and upload the CSV file exported from Keap.
  • Map the custom fields from Keap to CRM during the import process.
    
    
• Recreate Custom Fields:
  • Navigate to Settings > Custom Fields in CRM.
  • Recreate each custom field from Keap, ensuring to match the field types appropriately.
    
    
• Recreate Tags: In CRM, 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 CRM

• Set Up Pipelines:
  • Navigate to Opportunities > Pipelines in CRM.
  • Create pipelines that correspond to those in Keap, adding the same stages and settings.
    
    
• Manually Transfer Deals: Recreate each deal in CRM 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 CRM.

 

Step 2: Recreate Automations in CRM

• Build New Workflows:
  • Go to Automation > Workflows in CRM.
  • Recreate the automations from Keap, using CRM’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 CRM

• Rebuild Landing Pages: Use CRM’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 CRM, 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 CRM 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 CRM

• Set Up Appointment Types:
  • Navigate to Calendars > Appointment Types in CRM.
  • Recreate each appointment type from Keap, including all relevant settings like duration, location (Zoom integration), and availability.
    
    
• Integrate External Calendars: Integrate Google or Outlook calendars with CRM 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 CRM.

 

Step 2: Train Team Members

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

 

Step 1: Transition Period

• Run in Parallel: Consider running both Keap and CRM 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 CRM.

 

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 CRM setup post-migration to catch and resolve any issues promptly.