Most CRM migrations go sideways for the same reason: LOs try to do it while running full production. This playbook fixes that with a 30-day plan that keeps pipeline hot and completes migration cleanly.
Week 1: Export and audit
Export every contact, note, task, campaign, and integration setting from the old CRM. Audit for duplicates, missing phone/email, and stale records. Decide what to bring vs archive.
Week 2: Structured import + integrations
Import into the new CRM with proper stage mapping. Reconnect LOS (see LOS integration guide), Zapier, calendar, email, and SMS providers. Verify bi-directional sync with a test file.
Week 3: Campaigns + AI setup
Rebuild or activate: 60-second AI lead response, 30-day nurture, past-client anniversary sequence, refi opportunity alerts. Turn on database scanning in the background.
Week 4: Cutover + team training
Route new leads exclusively to the new CRM. Migrate active pipeline last, one loan file at a time. Run a 60-minute team training and pin the top 5 workflows.
The 'no lost deal' rule
During weeks 1–3, do not disconnect the old CRM from live lead sources. Run in parallel for 14 days to catch anything the new setup misses. Only when the new CRM has answered 20+ live leads cleanly do you shut off the old one.
Related
Buyer's Guide · Signs you've outgrown your CRM · Common CRM mistakes
A clean CRM migration takes 30 days, protects pipeline, and pays for itself inside the first quarter. A rushed one loses deals for a year.
