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.