Inventory assets and permissions
List client accounts, locations, connected profiles, monitored queries, request templates, reports and outstanding approvals. Record who owns each asset and who can authorize changes. Distinguish business profile ownership from access granted to the agency's software.
Keep the client involved where reconnection or ownership approval is required. Do not assume a vendor's account administrator is the owner of every connected business asset. Resolve unclear ownership while both systems remain available.
Map the data that can move
| Record | Migration check |
|---|---|
| Locations and profiles | Identifiers and field mapping match |
| Historical reviews | Export format and destination import support are confirmed |
| Replies and approvals | Final status and audit context are retained where supported |
| Reports and cases | Readable archives remain available to authorized users |
| Monitoring queries | Terms and exclusions are rebuilt and tested |
An export does not guarantee the new product can import it. Test a small sample with both vendors and document missing fields. Keep a readable archive when preserving the record inside the new system is not supported.
Pilot one representative client
Select a client with the profiles, locations and approval needs that matter to your agency. Reconnect access and compare the same reporting window. Investigate missing or duplicate material before interpreting differences as performance changes.
Check the new system's timezone, collection start date and historical coverage. Confirm client roles, branded links and scheduled reports. Use the pilot to revise the migration instructions before repeating them across every account.
Control the cutover
Assign one system to send requests and one to publish responses during the transition. Disable overlapping automations deliberately so customers do not receive duplicate messages. Record the last active date for each workflow in the old system.
Schedule the change with a named owner and a fallback plan. Communicate what the client needs to do, what may look different and whom to contact if access fails. Keep the change window realistic for the number of approvals required.
Exit and verify
After the new workflow is accepted, revoke unnecessary users, tokens and integrations. Follow the agreed retention and deletion process with the previous supplier. Keep confirmation of cancellation and the approved archive under your agency's access controls.
Audit the first complete reporting period and a sample of live responses. Confirm that account ownership and export routes are documented. A successful migration leaves the agency and client able to change tools again without reconstructing their records from scratch.
Use a cutover acceptance sheet
Pilot a client with the integrations and approval rules your agency needs most. Map each exported field to an imported field or a readable archive. Record the last active request trigger before enabling the replacement workflow.
Acceptance criteria. Accept the cutover when there is one active sending system, the client controls the required business assets, authorized users can read the agreed history and access revocation is complete. Retain the archive and cancellation confirmation under the agreed retention rules.
Turn these requirements into a shortlist with our guide to the compare agency reputation management platforms. Compare each product against the workflow your agency will actually deliver.
Common questions
Will historical reviews transfer automatically to a new tool?
Not necessarily. Collection history, export formats and import support vary. Test representative records and preserve a readable archive for unsupported material.
How do we avoid duplicate review requests during migration?
Assign a single sending system for the transition, disable overlapping triggers and verify the final send dates before enabling the new automation.
We are changing tools for 30 clients. How can we avoid losing review history or sending duplicate requests?
Inventory history and triggers first, validate a representative export/import, and schedule one sending system per cutover window. Keep unsupported history in a readable archive and verify the first full reporting period before closing the migration.
Continue your fieldwork
This guide provides an operational planning framework. Product capabilities and commercial terms are documented in the linked comparison; validate your own requirements in a pilot.