Templates + a simple runbook to switch CRMs without losing leads, notes, or follow-ups.
Map old CRM fields to new CRM fields with data types and transformation rules
Download CSV →Map old deal stages to new stages and define completion criteria
Download CSV →Complete checklist before importing anything into your new CRM
Download Markdown →Dedupe logic for contacts, companies, and deals to avoid duplicates
Download CSV →Day-of switching plan with timeline, roles, and communication templates
Download Markdown →Confirm nothing broke during migration with comprehensive tests
Download CSV →A practical, step-by-step guide to switching CRMs cleanly. Follow these steps in order.
Before you export anything, decide which CRM is your source of truth. If you've been using both systems, pick one. Usually it's whichever has the most recent activity or the cleanest data. Don't try to merge them—that's where migrations go sideways. One system is the master. Export from that.
Export contacts, companies, deals, notes, tasks—everything. Save the raw CSV/Excel files somewhere safe. Don't skip this. If something breaks during import, you'll need these. Also export any custom fields, even if you're not sure you need them yet. It's easier to have them and not use them than to realize you need them after the old CRM is gone.
This is where most teams rush and regret it. Remove test contacts (anyone with 'test' or 'demo' in the name or email). Delete obvious duplicates. Fix broken email addresses. Trim leading/trailing spaces in company names. The 10 minutes you spend cleaning now saves hours of cleanup later when your team is trying to use the new CRM.
Use the Field Mapping Template (file 01) to match old field names to new ones. Pay attention to required fields—your new CRM won't let you import if they're empty. Use the Pipeline Stage Mapping (file 02) to translate deal stages. 'Qualified' in your old CRM might be 'Discovery' in the new one. Get this right or your pipeline reports will be meaningless.
Never do your first import with real data. Take 10-20 sample records and import them into a test environment or sandbox. Check that relationships work (contacts link to companies, deals link to contacts). Verify custom fields show up. Make sure nothing gets truncated. If the test works, delete it and do the real thing.
Pick a time when your team isn't actively working deals—Friday afternoon or over a weekend. Set a freeze window: 'Don't edit anything in the old CRM after 5pm.' Export at the start of the window, import during the freeze, validate before opening the new CRM to the team. Use the Cutover Runbook (file 05) to coordinate.
Use the Data Validation Checklist (file 06) to verify nothing broke. Check record counts (you should have roughly the same number of contacts, minus duplicates). Spot-check your top 10 customers to make sure they're intact. Verify that open deals are all there. If something's missing, fix it before telling the team the migration is done.
Show your team where to find contacts, how to create deals, and how to log activity. Don't overwhelm them with every feature—just the basics. Set one rule: 'Only use the new CRM going forward.' Make the old one read-only if possible. If people keep using both, your data will split and you'll have to migrate again.
The first week is when bad habits form. Check that people are logging activities in the new CRM, not in email or spreadsheets. Look for duplicates creeping in (it happens). Make sure integrations are working (email sync, calendar, etc.). Fix issues while they're small. After week 1, momentum builds and adoption gets easier.
See how Ralivi keeps follow-ups and context together without leaving your inbox.
Learn about Ralivi