How to Choose: AccessAlly Managed vs CRM Integration

If your current CRM doesn’t integrate with AccessAlly, or you’re considering leaving your CRM entirely, you have two options: switch to AccessAlly Managed Contacts, or find a CRM that integrates with AccessAlly.

This guide helps you understand the trade-offs and make the right decision for your business.

Take the Quiz

Answer these questions to find your best path forward:

1. How do you currently process payments?

If you use AccessAlly order forms with Stripe:

• ✅ AccessAlly Managed is a great fit
• Your payment processing won’t change
• You can manage subscriptions, payment plans, and one-time payments directly in AccessAlly

If you use CRM order forms (Keap, Ontraport, etc.):

• ⚠️ You’ll need to migrate to AccessAlly order forms or another payment processor
• Existing subscriptions will need to be recreated
• Members may need to re-enter payment information
• See billing continuity section below

If you use WooCommerce, ThriveCart, SamCart, or other 3rd party:

• ✅ AccessAlly Managed works fine – your payment system stays the same
• AccessAlly handles membership access, payment processor handles billing

2. What CRM features do you actively use?

If you primarily use tagging and basic automation:

• ✅ AccessAlly Managed can likely replace this
• AccessAlly has tag-based access control and basic automation via webhooks
• You may need to add a separate email service (Mailchimp, ConvertKit, etc.)

If you use advanced CRM features:

• ❌ AccessAlly Managed won’t replace these – find a compatible CRM instead
• Complex automations and workflows
• Lead scoring and pipeline management
• CRM-level reporting and analytics
• Sales team features (deal tracking, task management)

3. How many contacts do you have?

Under 1,000 contacts:

• ✅ AccessAlly Managed or new CRM both work
• Migration effort is manageable either way
• Decision comes down to features and cost

1,000 – 10,000 contacts:

• ⚠️ Consider carefully – migration takes significant time
• AccessAlly Managed: One-time migration effort, then simpler management
• New CRM: Ongoing CRM management, but more flexibility

Over 10,000 contacts:

• ❗ Migration is a major project either way
• Strongly consider hiring a developer
• Test thoroughly on staging site first

Decision Matrix

Your Situation	Best Choice	Why
Using AccessAlly order forms + Stripe	AccessAlly Managed	Payment system stays the same, simplifies tech stack
Using WooCommerce/ThriveCart/SamCart	AccessAlly Managed	Payment system stays separate, no CRM needed for billing
Using CRM order forms (Keap, Ontraport)	Find Compatible CRM	Avoid disrupting billing, keep subscriptions active
Need advanced automation/workflows	Find Compatible CRM	AccessAlly Managed doesn’t replace full CRM features
Need lead scoring/sales pipeline	Find Compatible CRM	These are CRM-specific features
Only need tagging + basic automation	AccessAlly Managed	Simpler, fewer moving parts
Want to reduce monthly costs	AccessAlly Managed	Eliminates CRM subscription fee
Current CRM doesn’t integrate with AccessAlly	Depends on above factors	Use decision matrix to evaluate trade-offs

Critical: Billing Continuity Considerations

What Transfers vs What Doesn’t

What AccessAlly Migration Preserves:

• ✅ Member accounts and login access
• ✅ Course progress and completion data
• ✅ Tags and membership levels
• ✅ Page access permissions

What Does NOT Transfer Automatically:

• ❌ Active subscriptions (billing relationships)
• ❌ Payment plans in progress
• ❌ Saved payment methods
• ❌ Billing history and transaction records

If You Have Active Subscriptions

Option 1: Keep billing in current system

• Most common approach for complex subscriptions
• Members keep their current billing relationship
• AccessAlly Managed handles access and course delivery
• Use webhooks to sync subscription status from your payment processor to AccessAlly

Option 2: Migrate subscriptions to AccessAlly order forms

• Requires members to re-enter payment information
• Can offer incentive (discount, bonus) to encourage migration
• Gradual transition: keep old system running during migration period
• ⚠️ This is disruptive and risks losing subscribers

Option 3: Migrate to third-party payment processor

• Use WooCommerce, ThriveCart, or SamCart with AccessAlly Managed
• May allow you to import existing subscriptions (check with processor)
• Separates billing from access management

Recommended Approach for Active Subscriptions

1. Audit your current subscriptions – How many active? Monthly, annual, payment plans?
2. Contact your current payment processor – Can they continue processing even if you leave your CRM?
3. Consider gradual transition – New members use new system, existing members stay on old billing until renewal
4. Test thoroughly on staging – Verify webhook connections and access granting works correctly
5. Plan for edge cases – Failed payments, refunds, cancellations during transition

💡 Pro Tip: If you have complex subscription structures or many active subscribers, strongly consider finding a compatible CRM instead of switching to AccessAlly Managed. The billing continuity challenges may outweigh the benefits of simplifying your tech stack.

Compatible CRMs for AccessAlly

If you decide to find a new CRM instead of switching to AccessAlly Managed, these CRMs currently integrate with AccessAlly:

• ActiveCampaign – Popular for marketing automation, good for growing businesses
• ConvertKit – Simple, creator-focused, great email deliverability
• Drip – E-commerce focused, visual automation builder
• Keap (Infusionsoft) – Full-featured CRM with built-in order forms
• Ontraport – All-in-one platform with order forms and membership features

For current integration status and setup guides, see AccessAlly’s integrations page.

What Happens After You Decide

If You Choose AccessAlly Managed:

1. Read the AccessAlly Managed migration guide
2. Plan your billing transition strategy (if needed)
3. Set up staging site for testing
4. Migrate test contacts first
5. Verify everything works before going live

If You Choose a New CRM:

1. Select a compatible CRM from the list above
2. Set up your new CRM account
3. Recreate your tags in the new CRM (must match exactly)
4. Migrate contacts from old CRM to new CRM
5. Follow the CRM switching guide

Still Unsure?

If you’re still not sure which path is right for you:

• Start with a cost-benefit analysis – Calculate CRM costs vs complexity of managing billing separately
• Map your current workflows – Document what you actually use in your CRM today
• Consider your growth plans – Will you need more CRM features in the future?
• Hire a developer for consultation – A WordPress/membership site expert can assess your specific situation

Remember: There’s no universally “right” answer. The best choice depends on your specific business needs, technical comfort level, and subscriber base.

Questions?

For questions about third-party systems (your CRM, payment processor), connect with those providers directly.

For general AccessAlly questions unrelated to migrations, contact our support team.