Moving systems · 3 minute read
Move CRM with a rehearsal, not a leap of faith
Scope, sample, reconcile and plan a controlled switch. A practical migration checklist for a small mortgage firm.
The useful bit
Agree what will move and how you will prove it arrived correctly before setting a switch-over date.
Who this is for: Brokerage owners and operations leads comparing CRMs or planning a move. Agree any network or principal constraints before moving data.
Start with a real task
A fictional five-person brokerage wants to move from spreadsheets and a previous CRM. It first agrees which clients, cases, documents, tasks and histories are in scope. A source export is only the starting point: the team must check relationships, permissions and whether people can carry on serving clients.
A routine you can adapt
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Business owner with both suppliers
Agree scope and responsibility
List record types, volumes, formats, attachments and histories. Agree who can export, who may access the transfer, retention arrangements and what will remain in the old system. Confirm costs, exclusions and acceptance criteria in writing.
Keep: An agreed scope, data map, access list and acceptance checklist.
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Migration lead and case users
Rehearse with a representative sample
Use an agreed secure test process with an appropriate sample. Include open and closed cases, multiple applicants, attachments and unusual statuses. Check whether the mappings preserve meaning; a matching record count does not prove the right document belongs to the right case.
Keep: Sample selection, mapping decisions, defects and fixes.
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Migration lead; business owner signs off
Reconcile and test access
Compare agreed counts, totals and links with the source. Sample documents for readability and correct ownership. Test staff roles, task dates and client communication paths. Resolve discrepancies or explicitly record an accepted exclusion before proceeding.
Keep: Reconciliation results, user checks, unresolved exceptions and sign-off.
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Business owner
Plan the switch and recovery
Agree a freeze window, final changes to transfer, client-service cover and a go/no-go decision. Define the trigger and process for recovery, including reconciling work done after the switch. Keep approved access to the source until retention and acceptance decisions are complete.
Keep: Cutover plan, recovery procedure, support contacts and post-move checks.
Filled example · fictional data
A rehearsal acceptance log — illustrative numbers
| Check | Source / target | Finding | Owner | Decision |
|---|---|---|---|---|
| Sample cases | 10 / 10 | Counts match; relationships still need checking | Migration lead | Continue detailed checks |
| Documents | 30 / 29 | One attachment missing | Supplier and case owner | Do not accept until resolved |
| Task dates | 12 / 12 | Two dates interpreted incorrectly | Migration lead | Correct mapping and repeat sample |
| Staff access | 3 roles tested | One role can see more than intended | Business owner | Correct permissions before go-live |
Write acceptance criteria before seeing the results. In this example, matching case counts do not outweigh a missing attachment or incorrect access. Repeat the affected checks after a fix and record who accepted the result.
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Take it into your next review
Start with the completed example, or use the blank version with your firm's own information. CSV files open in Excel and other spreadsheet apps. Store any live case data in your firm's approved location.
One next step
Put it to work
Prepare a list of your current systems, approximate volumes, export formats and must-keep histories. Use it to scope a migration conversation before choosing a date.
Discuss your migration scopeThe product walkthrough illustrates the workflow. Your firm remains responsible for its advice, controls and decisions.