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Keap to GHL Customer Care (Migration Guide)

This guide provides detailed instructions for migrating from Keap to GHL Customer Care, covering the transfer of contacts, custom fields, automations…

5 min read1,026 words8 explained imagesUpdated Tue, 1 Oct, 2024 at 12:10 PM
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On this page
  1. Step 1: Review Current Keap Setup
  2. Step 2: Define Migration Objectives
  3. Step 3: Prepare Backup
  4. Step 1: Export Data from Keap
  5. Step 2: Import Data into GHL Customer Care
  6. Step 1: Review Existing Pipelines in Keap
  7. Step 2: Recreate Pipelines in GHL Customer Care
  8. Step 1: Review Existing Automations in Keap
  9. Step 2: Recreate Automations in GHL Customer Care
  10. Step 1: Recreate Landing Pages in GHL Customer Care
  11. Step 2: Customize Forms
  12. Step 1: Review Existing Appointments in Keap
  13. Step 2: Recreate Appointment Types in GHL Customer Care
  14. Step 1: Perform Final Data Validation
  15. Step 2: Train Team Members
  16. Step 3: Monitor and Optimize
  17. Step 1: Transition Period
  18. Step 2: Cancel Keap Subscription
  19. Step 3: Post-Migration Review

This guide provides detailed instructions for migrating from Keap to GHL Customer Care, covering the transfer of contacts, custom fields, automations, landing pages, and other essential assets. The goal is to ensure a seamless transition while maximizing the functionality offered by GHL Customer Care.

TABLE OF CONTENTS

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 GHL Customer Care, 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 GHL Customer Care.
  • Document Automation Rules: Record all automation sequences, triggers, and actions by taking screenshots or documenting them manually.
Step 1: Export Data from Keap (image 1 of 8) What this shows Export Contacts: Export Custom Fields: Document or export all custom fields associated with contacts and companies. What this shows Illustrates the "Step 1: Export Data from Keap" section of "Keap to GHL Customer Care (Migration Guide)". This screenshot appears in the "Step 1: Export Data from Keap" section of "Keap to GHL Customer Care (Migration Guide)". The text alongside this image reads: Export Contacts: Export Custom Fields: Document or export all custom fields associated with contacts and companies. Note that custom fields need to be recreated manually in GHL Customer Care. Document Automation Rules: Record all automation sequences, triggers, and actions by taking screenshots or…. This part of the guide covers 1 field, listed below. Immediately after, the guide continues: Import Contacts: Recreate Custom Fields: Recreate Tags: In GHL Customer Care, manually create any tags used in Keap to ensure accurate contact segmentation. Image 1 of 8 What this coversExport Contacts: Export Custom Fields: Document or export all custom fields associated with contacts and companies. Note that custom fields need to be recreated manually in GHL Customer Care. Document Automation Rules: Record all automation sequences, triggers, and actions by taking screenshots or documenting them manually.
Fields in this part of the guide Export Contacts:
Next stepImport Contacts: Recreate Custom Fields: Recreate Tags: In GHL Customer Care, manually create any tags used in Keap to ensure accurate contact segmentation.
All 3 steps in this procedure
  1. Export Contacts:
  2. Export Custom Fields: Document or export all custom fields associated with contacts and companies. Note that custom fields need to be recreated manually in GHL Customer Care.
  3. Document Automation Rules: Record all automation sequences, triggers, and actions by taking screenshots or documenting them manually.

Step 2: Import Data into GHL Customer Care

  • Import Contacts:
    • In GHL Customer Care, go to Contacts > Import Contacts and upload the CSV file exported from Keap.
    • Map the custom fields from Keap to GHL Customer Care during the import process.
  • Recreate Custom Fields:
    • Navigate to Settings > Custom Fields in GHL Customer Care.
    • Recreate each custom field from Keap, ensuring to match the field types appropriately.
  • Recreate Tags: In GHL Customer Care, 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 1: Review Existing Pipelines in Keap (image 2 of 8) What this shows List Active Pipelines: Identify all active pipelines in Keap, including the stages and associated deals. What this shows Illustrates the "Step 1: Review Existing Pipelines in Keap" section of "Keap to GHL Customer Care (Migration Guide)". This screenshot appears in the "Step 1: Review Existing Pipelines in Keap" section of "Keap to GHL Customer Care (Migration Guide)". The text alongside this image reads: 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. Immediately after, the guide continues: Set Up Pipelines: Manually Transfer Deals: Recreate each deal in GHL Customer Care by manually entering the deal information, ensuring to match the deal stage and contact association. Image 2 of 8 What this coversList 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. Next stepSet Up Pipelines: Manually Transfer Deals: Recreate each deal in GHL Customer Care by manually entering the deal information, ensuring to match the deal stage and contact association.
All 2 steps in this procedure
  1. List Active Pipelines: Identify all active pipelines in Keap, including the stages and associated deals.
  2. 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 GHL Customer Care

  • Set Up Pipelines:
    • Navigate to Opportunities > Pipelines in GHL Customer Care.
    • Create pipelines that correspond to those in Keap, adding the same stages and settings.
  • Manually Transfer Deals: Recreate each deal in GHL Customer Care by manually entering the deal information, ensuring to match the deal stage and contact association.
Step 2: Recreate Pipelines in GHL Customer Care (image 3 of 8) What this shows Set Up Pipelines: Manually Transfer Deals: Recreate each deal in GHL Customer Care by manually entering the deal information, ensuring to… What this shows Illustrates the "Step 2: Recreate Pipelines in GHL Customer Care" section of "Keap to GHL Customer Care (Migration Guide)". This screenshot appears in the "Step 2: Recreate Pipelines in GHL Customer Care" section of "Keap to GHL Customer Care (Migration Guide)". The text alongside this image reads: Set Up Pipelines: Manually Transfer Deals: Recreate each deal in GHL Customer Care by manually entering the deal information, ensuring to match the deal stage and contact association. Immediately after, the guide continues: 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 GHL Customer Care. Image 3 of 8 What this coversSet Up Pipelines: Manually Transfer Deals: Recreate each deal in GHL Customer Care by manually entering the deal information, ensuring to match the deal stage and contact association. Next stepList 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 GHL Customer Care.
All 2 steps in this procedure
  1. Set Up Pipelines:
  2. Manually Transfer Deals: Recreate each deal in GHL Customer Care 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 GHL Customer Care.

Step 2: Recreate Automations in GHL Customer Care

  • Build New Workflows:
    • Go to Automation > Workflows in GHL Customer Care.
    • Recreate the automations from Keap, using GHL Customer Care’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.
Step 2: Recreate Automations in GHL Customer Care (image 4 of 8) What this shows Build New Workflows: Test Workflows: Test all recreated workflows thoroughly to ensure they function correctly, making any necessary adjustments. What this shows Illustrates the "Step 2: Recreate Automations in GHL Customer Care" section of "Keap to GHL Customer Care (Migration Guide)". This screenshot appears in the "Step 2: Recreate Automations in GHL Customer Care" section of "Keap to GHL Customer Care (Migration Guide)". The text alongside this image reads: Build New Workflows: Test Workflows: Test all recreated workflows thoroughly to ensure they function correctly, making any necessary adjustments. This part of the guide covers 1 field, listed below. Immediately after, the guide continues: Rebuild Landing Pages: Use GHL Customer Care’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…. Image 4 of 8 What this coversBuild New Workflows: Test Workflows: Test all recreated workflows thoroughly to ensure they function correctly, making any necessary adjustments.
Fields in this part of the guide Build New Workflows:
Next stepRebuild Landing Pages: Use GHL Customer Care’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.
All 2 steps in this procedure
  1. Build New Workflows:
  2. 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 GHL Customer Care

  • Rebuild Landing Pages: Use GHL Customer Care’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 GHL Customer Care, 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 GHL Customer Care trigger the correct tags and workflows, similar to the setup in Keap.
Step 2: Customize Forms (image 5 of 8) What this shows Recreate Public Forms: Configure Form Actions: Ensure that form submissions in GHL Customer Care trigger the correct tags and workflows… What this shows Illustrates the "Step 2: Customize Forms" section of "Keap to GHL Customer Care (Migration Guide)". This screenshot appears in the "Step 2: Customize Forms" section of "Keap to GHL Customer Care (Migration Guide)". The text alongside this image reads: Recreate Public Forms: Configure Form Actions: Ensure that form submissions in GHL Customer Care trigger the correct tags and workflows, similar to the setup in Keap. This part of the guide covers 1 field, listed below. Immediately after, the guide continues: 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…. Image 5 of 8 What this coversRecreate Public Forms: Configure Form Actions: Ensure that form submissions in GHL Customer Care trigger the correct tags and workflows, similar to the setup in Keap.
Fields in this part of the guide Recreate Public Forms:
Next stepList 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.
All 2 steps in this procedure
  1. Recreate Public Forms:
  2. Configure Form Actions: Ensure that form submissions in GHL Customer Care 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 GHL Customer Care

  • Set Up Appointment Types:
    • Navigate to Calendars > Appointment Types in GHL Customer Care.
    • 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 GHL Customer Care to ensure all appointments are synced and conflicts are avoided.
Step 2: Recreate Appointment Types in GHL Customer Care (image 6 of 8) What this shows Set Up Appointment Types: Integrate External Calendars: Integrate Google or Outlook calendars with GHL Customer Care to ensure all… What this shows Illustrates the "Step 2: Recreate Appointment Types in GHL Customer Care" section of "Keap to GHL Customer Care (Migration Guide)". This screenshot appears in the "Step 2: Recreate Appointment Types in GHL Customer Care" section of "Keap to GHL Customer Care (Migration Guide)". The text alongside this image reads: Set Up Appointment Types: Integrate External Calendars: Integrate Google or Outlook calendars with GHL Customer Care to ensure all appointments are synced and conflicts are avoided. Immediately after, the guide continues: 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 GHL Customer Care. Image 6 of 8 What this coversSet Up Appointment Types: Integrate External Calendars: Integrate Google or Outlook calendars with GHL Customer Care to ensure all appointments are synced and conflicts are avoided. Next stepCross-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 GHL Customer Care.
All 2 steps in this procedure
  1. Set Up Appointment Types:
  2. Integrate External Calendars: Integrate Google or Outlook calendars with GHL Customer Care 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 GHL Customer Care.

Step 2: Train Team Members

  • GHL Customer Care Training: Provide necessary training to your team on using GHL Customer Care’s CRM, automation, and appointment management tools.
  • Leverage Support Resources: Encourage your team to utilize GHL Customer Care’s support resources for ongoing learning and troubleshooting.

Step 3: Monitor and Optimize

  • Monitor Performance: Continuously monitor the performance of your GHL Customer Care setup, making adjustments as needed to optimize operations.
  • Continuous Improvement: Regularly review your setup to ensure it meets your evolving business needs.
Step 3: Monitor and Optimize (image 7 of 8) What this shows Monitor Performance: Continuously monitor the performance of your GHL Customer Care setup, making adjustments as needed to optimize operations. What this shows Illustrates the "Step 3: Monitor and Optimize" section of "Keap to GHL Customer Care (Migration Guide)". This screenshot appears in the "Step 3: Monitor and Optimize" section of "Keap to GHL Customer Care (Migration Guide)". The text alongside this image reads: Monitor Performance: Continuously monitor the performance of your GHL Customer Care setup, making adjustments as needed to optimize operations. Continuous Improvement: Regularly review your setup to ensure it meets your evolving business needs. Immediately after, the guide continues: Run in Parallel: Consider running both Keap and GHL Customer Care 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 GHL Customer Care. Image 7 of 8 What this coversMonitor Performance: Continuously monitor the performance of your GHL Customer Care setup, making adjustments as needed to optimize operations. Continuous Improvement: Regularly review your setup to ensure it meets your evolving business needs. Next stepRun in Parallel: Consider running both Keap and GHL Customer Care 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 GHL Customer Care.
All 2 steps in this procedure
  1. Monitor Performance: Continuously monitor the performance of your GHL Customer Care setup, making adjustments as needed to optimize operations.
  2. 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 GHL Customer Care 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 GHL Customer Care.

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 GHL Customer Care setup post-migration to catch and resolve any issues promptly.
Step 3: Post-Migration Review (image 8 of 8) What this shows Review Success: Evaluate the success of the migration, documenting any challenges faced and lessons learned. What this shows Illustrates the "Step 3: Post-Migration Review" section of "Keap to GHL Customer Care (Migration Guide)". This screenshot appears in the "Step 3: Post-Migration Review" section of "Keap to GHL Customer Care (Migration Guide)". The text alongside this image reads: Review Success: Evaluate the success of the migration, documenting any challenges faced and lessons learned. Ongoing Monitoring: Keep an eye on your GHL Customer Care setup post-migration to catch and resolve any issues promptly. Image 8 of 8 What this coversReview Success: Evaluate the success of the migration, documenting any challenges faced and lessons learned. Ongoing Monitoring: Keep an eye on your GHL Customer Care setup post-migration to catch and resolve any issues promptly.
All 2 steps in this procedure
  1. Review Success: Evaluate the success of the migration, documenting any challenges faced and lessons learned.
  2. Ongoing Monitoring: Keep an eye on your GHL Customer Care setup post-migration to catch and resolve any issues promptly.

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