Skool to CRM (Migration Guide)

This guide provides a detailed roadmap for migrating online communities, courses, and related content from Skool to CRM. The objective is to ensure a smooth transition while maximizing CRM’s powerful features, including advanced CRM capabilities, marketing automation, and community-building tools, to boost member engagement and optimize operations.

 

Preparation for Migration

 

Step 1: Review Current Skool Setup

• Identify Key Assets: Catalog all essential elements, including community members, courses, content, events, and automation workflows currently used within Skool.
  
  
• Assess Data Volume: Determine the size and complexity of the data to be migrated, including the number of courses, members, and community posts.

 

Step 2: Define Migration Objectives

• Set Clear Goals: Define the primary reasons for migrating to CRM, such as better CRM integration, advanced marketing automation, or a more unified platform.
  
  
• Prioritize Features: Identify the critical components for migration, focusing on community engagement, course content, and member management.

 

Step 3: Prepare Backup

• Export Data from Skool: Export all relevant data (members list, courses, community content) from Skool as CSV files or other applicable formats.
  
  
• Backup Documentation: Securely store all exported files and related documentation to ensure data safety before starting the migration process.

 

Data Migration

 

Step 1: Export Data from Skool

• Export Members: In Skool, navigate to the Members section and use the export function to download the member list as a CSV file, including names, emails, and any custom fields.
  
  
• Export Courses: Download course content, including video links, descriptions, and resources, ensuring all course materials are saved for re-upload to CRM.
  
  
• Export Community Content: Manually copy or export important community posts, discussions, and pinned content that needs to be recreated in CRM.

 

Step 2: Import Data into CRM

• Import Members: In CRM, go to Contacts > Import Contacts and upload the CSV file exported from Skool. Ensure all fields are correctly mapped during the import process.
  
  
• Recreate Courses: Navigate to the Courses section in CRM, and create new courses by uploading the previously exported content, including videos, descriptions, and resources.
  
  
• Rebuild Community Content: Use CRM’s community tools to recreate important discussions, posts, and other content. Pin essential posts or announcements using the Featured Posts feature.

 

Rebuilding Community and Courses

 

Step 1: Set Up Community Channels in CRM

• Create Channels: In CRM, create new channels for each community or discussion group that was present in Skool. Customize the channel settings, including privacy options and access levels.
  
  
• Invite Members: Send out invitations to all community members via email or unique invite links. Use the Contacts > Send Email feature in CRM to streamline this process.

 

Step 2: Recreate and Organize Courses

• Set Up Course Structure: Use CRM’s course creation tools to structure courses similarly to how they were organized in Skool. Create sections and modules as needed, and upload all relevant content.
  
  
• Assign Course Access: Set access permissions for each course, ensuring that only the appropriate members can access specific content, mimicking the access controls previously set in Skool.

 

Step 3: Manage Member Roles and Permissions

• Assign Roles: Assign roles such as Admin, Moderator, or Contributor to members in CRM, ensuring that the community hierarchy and permissions are preserved.
  
  
• Set Up Member Permissions: Configure member permissions to control access to specific channels, courses, and community features based on the roles assigned.

 

Rebuilding Events and Automations

 

Step 1: Recreate Events in CRM

• Set Up Event Calendar: Use CRM’s calendar feature to recreate events that were scheduled in Skool. Set up recurring events and ensure that all relevant members are invited.
  
  
• Configure Event Notifications: Set up automated email and SMS reminders for events to ensure high member participation, leveraging CRM’s communication tools.

 

Step 2: Rebuild Automation Workflows

• Create Automation Flows: In CRM, navigate to Automations > Workflows to recreate Skool’s automation processes, such as welcome messages, course completion notifications, and event reminders.
  
  
• Test Automations: Run tests on the newly created automation workflows to ensure they function correctly, making adjustments as necessary.

 

Testing and Validation

 

Step 1: Test Community and Course Functionality

• Perform End-to-End Testing: Simulate member interactions, such as joining channels, accessing courses, and participating in discussions, to ensure everything functions as intended.
  
  
• Validate Data Integrity: Cross-check imported data, such as member lists, course content, and community posts, to confirm that everything is accurate and accessible.

 

Step 2: Validate Event and Automation Setups

• Run Test Scenarios: Test each event and automation workflow to verify that triggers and actions work correctly, ensuring a smooth experience for all members.
  
  
• Verify Communication Channels: Ensure that all communication actions, including emails and SMS, execute properly within the workflows.

 

Team Training and Transition

 

Step 1: Train Team Members

• CRM Training: Conduct training sessions to familiarize team members with CRM’s interface, especially focusing on community management, course setup, and automation tools.
  
  
• Provide Documentation: Distribute user guides and SOPs tailored to CRM’s functionalities to support team members during the transition.

 

Step 2: Monitor and Optimize

• Monitor System Performance: Regularly review the performance of community engagement, course completion rates, and automation effectiveness post-migration.
  
  
• Optimize Workflows: Adjust workflows and community structures based on team feedback and operational needs.

 

Decommissioning Skool

 

Step 1: Transition Period

• Run Systems in Parallel: Consider running Skool and CRM in parallel for a brief period to ensure a smooth transition for members and administrators.
  
  
• Phase Out Skool: Gradually reduce reliance on Skool as confidence in CRM grows and all members have successfully transitioned.

 

Step 2: Cancel Skool Subscription

• Final Backup: Ensure all necessary data is backed up before canceling the Skool subscription.
  
  
• Official Cancellation: Follow Skool’s process 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 and resolutions for future reference.
  
  
• Ongoing Monitoring: Continue to monitor CRM’s performance, making necessary adjustments to optimize community and course management.