Migrating from AccessAlly Managed to Keap

Complete Guide: Migrating from AccessAlly Managed to Keap (Major Business Upgrade)

Why This Migration Is Different

Migrating from AccessAlly Managed to Keap is fundamentally different from other migrations. You’re not just switching CRMs – you’re adding an external CRM for the first time. This brings significant benefits but also complexity.

What changes:

• Contact Storage: WordPress users → Keap contacts (with WordPress user linkage)
• Tag System: Flat AccessAlly tags → Keap tag CATEGORIES (must organize)
• Custom Fields: WordPress user meta → Keap custom fields (typed, underscore prefix)
• Email Sending: WordPress/SMTP → Keap infrastructure (MAJOR deliverability improvement)
• Automation: Simple Email Wizards → Keap Campaign Builder (more powerful, steeper curve)
• Contact ID Linking: NEW requirement – every WordPress user needs Keap Contact ID

Why Migrate from AccessAlly Managed to Keap?

Despite the complexity, common reasons for this upgrade:

• Email Deliverability: #1 reason – Keap’s email infrastructure far superior to WordPress/SMTP
• Inbox Placement Issues: Emails landing in spam with AccessAlly Managed
• Email Volume Limits: Exceeded AccessAlly Managed’s email sending capacity
• Advanced CRM Features: Need sales pipeline, deals, task management, appointment scheduling
• Business Growth: Professional email marketing and CRM capabilities
• Better Automation: Need sophisticated campaign flows beyond simple sequences
• SMS Marketing: Keap supports SMS campaigns (AccessAlly Managed doesn’t)
• E-commerce Features: Keap’s native payment processing and order management

What You’ll Need Before Starting

✅ Required Access & Accounts

• WordPress admin access to your AccessAlly site
• Keap account (must be purchased and set up first)
• AccessAlly license that supports external CRM integration
• Access to your payment gateway (Stripe or PayPal)
• Access to your domain’s DNS settings (for Keap email authentication)
• Budget for Keap: $79-159+/month (varies by contact count)

📋 Complete the Pre-Migration Checklist

Before proceeding, work through the complete Pre-Migration Checklist. Key items include:

• Full backup of WordPress site and database
• Export of all WordPress users (these become Keap contacts)
• Complete audit of AccessAlly tags (how will you organize into Keap categories?)
• Map WordPress user meta fields to Keap custom fields
• Data mapping spreadsheet (users → contacts, tags → categories+tags, meta → fields)
• Staging site setup (MANDATORY for this migration type)
• Request 2-site exception from AccessAlly support
• Downtime plan (expect 4-6 hour window)

Phase 1: Pre-Migration Setup (4-6 hours)

Step 1: Set Up Your Keap Account

1. Purchase Keap subscription (choose tier based on contact count)
2. Complete initial account setup wizard
3. Configure company information and branding
4. Set up email authentication (SPF, DKIM, DMARC records)
5. Create your sender email address
6. Send test emails to verify deliverability
7. Familiarize yourself with Keap’s interface (take the built-in tutorial)

Step 2: Design Your Keap Tag Category Structure

This is CRITICAL. Keap requires tags to be organized into categories. AccessAlly Managed has flat tags. You must decide how to categorize them.

Create a tag mapping spreadsheet:

Recommended Keap category structure:

• Membership: Gold Member, Silver Member, Bronze Member, etc.
• Progress Tracking: Completed Lesson X, Finished Module Y
• Lead Status: Newsletter, Lead, Customer, VIP
• Engagement: Attended Webinar, Downloaded Resource, Clicked Link
• Product Access: Course A Access, Course B Access

Step 3: Create Tag Categories and Tags in Keap

1. Log into Keap
2. Go to CRM → Tags
3. Click “Add Tag Category”
4. Create each category (Membership, Progress Tracking, etc.)
5. Within each category, click “Add Tag”
6. Create all tags with exact same names as AccessAlly
7. Double-check spelling and capitalization

Step 4: Export Your WordPress Users

AccessAlly Managed stores contacts as WordPress users. You need to export them.

1. Go to WordPress → Users
2. Use a plugin like “Export Users to CSV” or “WP All Export”
3. Export ALL users with these fields:
   • User email (required)
   • First name
   • Last name
   • AccessAlly tags (from user meta)
   • All custom fields (user meta)
   • Membership levels
4. Save as CSV: “wordpress-users-export.csv”

AccessAlly tag export:

1. Go to AccessAlly → Tags
2. Note all active tags
3. Verify tags appear in user export CSV

Step 5: Map WordPress Data to Keap

Create a comprehensive data mapping document. Use the Data Mapping Reference Guide.

Step 6: Create Custom Fields in Keap

For every WordPress user meta field you want to preserve:

1. Go to Keap → Admin → Settings → Contact Fields
2. Click “Add Custom Field”
3. Name it with underscore prefix (e.g., “_member_level”)
4. Choose field type (Text, Number, Date, Dropdown, etc.)
5. Note the field’s internal name for CSV mapping
6. Repeat for all custom fields

WordPress user meta → Keap field type mapping:

• Text meta → Text field
• Number meta → Whole Number or Decimal Number
• Date meta → Date/Time field
• Boolean (yes/no) → Yes/No field
• Dropdown meta → Dropdown List

Step 7: Connect Keap to AccessAlly (Staging Site First)

1. On your STAGING site, go to AccessAlly → Settings → General
2. Change CRM from “Managed Contacts” to “Keap (Infusionsoft)”
3. Enter your Keap API credentials:
   • API Key (found in Keap → Admin → Settings → Application)
   • Click “Generate API Key” if you don’t have one
4. Click Save and Test Connection
5. Verify “Connection Successful” message
6. AccessAlly will reload with Keap integration features

Step 8: Prepare CSV for Migration Wizard

Transform your WordPress user export into Migration Wizard format:

Required columns:

• user_email – Email address (required)
• first_name – First name
• last_name – Last name
• accessally_add_tags – Comma-separated tag names
• _custom_field_name – One column per Keap custom field

CSV transformation steps:

1. Open your WordPress user export
2. Rename “email” column to “user_email”
3. Ensure tags are comma-separated in “accessally_add_tags” column
4. Rename custom field columns to match Keap field names (with underscores)
5. Remove WordPress-specific columns (user_id, user_registered, etc.)
6. Save as “wp-to-keap-import.csv”

Phase 2: Migration Execution (2-4 hours)

Step 9: Import Contacts via Migration Wizard

1. On STAGING site, go to AccessAlly → Migration Wizard
2. If not installed, download from AccessAlly → Utilities
3. Activate the Migration Wizard plugin
4. Click “Import from CSV”
5. Upload your prepared CSV
6. Map columns to Keap fields
7. Choose import options:
   • Create contacts in CRM: Check (creates in Keap)
   • Update existing users: Check if users exist in WordPress
   • Add tags: Check (applies tags from CSV)
   • Link Contact IDs: Check (CRITICAL – stores Keap Contact ID in WordPress)
8. Click “Start Import”

What happens during import:

• Contacts created in Keap with full data
• Tags applied (within their categories in Keap)
• Custom fields populated
• Keap Contact ID stored in WordPress user meta
• This Contact ID linking enables AccessAlly to check Keap for access control

Step 10: Verify Contact ID Linking (CRITICAL)

This is THE most important check. If Contact IDs don’t link correctly, members will lose access even with correct tags.

1. Pick 5 random WordPress users
2. Go to WordPress → Users → Edit User
3. Scroll to custom fields or use a plugin to view user meta
4. Look for “infusionsoft_contact_id” or “keap_contact_id” field
5. Copy the Contact ID number
6. Go to Keap and search for that Contact ID
7. Verify it’s the correct person (email matches)
8. Repeat for all 5 test users

Step 11: Update AccessAlly Access Rules

AccessAlly’s access rules should still work, but verify tag names:

1. Go through each AccessAlly Module
2. Check “Who Can Access” settings
3. Verify tag names match Keap exactly (case-sensitive)
4. Update any membership level settings
5. Check protected page access rules
6. Review order form tag assignments

Areas to verify:

• Module access rules
• Page protection settings
• Order form tag assignments
• Email wizard tag triggers (switch to Keap campaigns later)
• Automation triggers

Step 12: Link Payment Gateway Subscriptions

If you have paid members with active Stripe/PayPal subscriptions:

1. Export active subscriptions from Stripe or PayPal
2. Match subscription IDs to member emails
3. Verify subscription IDs stored in WordPress user meta
4. Test that subscription webhooks still work
5. Verify failed payments cancel access correctly

Detailed guide: Preserving Subscriptions During Migration

Step 13: Configure Email Sending in Keap

One of the main benefits of Keap is superior email deliverability:

1. Go to Keap → Admin → Settings → Email Settings
2. Configure your sending domain
3. Set up SPF, DKIM, and DMARC records (Keap provides exact records)
4. Verify email authentication (Keap has built-in checker)
5. Send test emails to Gmail, Outlook, Yahoo
6. Check inbox placement (not spam)
7. Test unsubscribe links

Step 14: Rebuild Email Sequences as Keap Campaigns

AccessAlly Email Wizards can continue to work, but Keap Campaigns are more powerful. Plan to migrate sequences gradually.

Phase 1 (Immediate): Keep Email Wizards Running

• Email Wizards still function with Keap integration
• Emails send via Keap (better deliverability)
• Tag triggers still work

Phase 2 (Post-Migration): Rebuild in Keap

1. Document current Email Wizard sequences
2. Go to Keap → Marketing → Campaigns
3. Click “Create Campaign”
4. Use Keap’s visual campaign builder
5. Recreate sequences with better branching logic
6. Add advanced features (SMS, split testing, etc.)
7. Test thoroughly before replacing Email Wizards

AccessAlly Email Wizards → Keap Campaign mapping:

Step 15: Update Forms

Replace AccessAlly opt-in forms or integrate with Keap forms:

Option 1: Keep AccessAlly Forms (Recommended Initially)

• AccessAlly forms still work with Keap
• Forms submit data to Keap automatically
• Tags applied correctly
• Easier transition

Option 2: Use Keap Forms (Later)

• Create forms in Keap → Landing Pages → Forms
• More advanced features (multi-step, conditional logic)
• Better analytics
• Steeper learning curve

Phase 3: Go-Live and Verification (3-4 hours)

Step 16: Extensive Staging Testing

Test comprehensively on staging before touching live site:

• ✅ Contact ID linking verified for 10+ users
• ✅ Member login works
• ✅ Content access rules work correctly for each membership level
• ✅ Tags in Keap control access properly
• ✅ Forms submit to Keap and apply tags
• ✅ Purchase flow works end-to-end
• ✅ Order forms create contacts in Keap
• ✅ Subscription linking works
• ✅ Failed payment handling tested
• ✅ Email sending works via Keap
• ✅ Email deliverability tested (inbox not spam)

Step 17: Switch Live Site to Keap

When staging tests pass completely:

1. Schedule downtime (4-6 hour window recommended)
2. Notify members of maintenance window
3. Put site in maintenance mode
4. Create fresh WordPress backup
5. Export fresh WordPress user list (catch any new signups since staging)
6. Switch AccessAlly to Keap (same steps as staging)
7. Import any new users via Migration Wizard
8. Verify Contact ID linking for new imports
9. Test login for 5-10 members (different levels)
10. Verify content access for each membership tier
11. Test purchase flow (use Stripe test mode)
12. Take site out of maintenance mode
13. Monitor intensely for 2-4 hours

Step 18: Complete Post-Migration Verification

Work through the complete Post-Migration Verification Checklist.

✅ Contact Data Integrity

• Verify total contact count in Keap matches WordPress user count
• Check 20 random contacts in Keap for complete data
• Verify Contact IDs stored correctly in WordPress (critical check)
• Check for duplicate contacts
• Verify all tags migrated (spot-check 10 contacts)
• Check custom fields populated correctly

✅ Access & Permissions

• Test login as members from each membership level
• Verify access to protected content works
• Check EACH membership level’s content access
• Test tag-based content unlocking
• Verify members can’t access content they shouldn’t

✅ Email Deliverability

• Send test emails to Gmail, Outlook, Yahoo, ProtonMail
• Check inbox placement (not spam)
• Verify email branding and formatting correct
• Test unsubscribe links work
• Check email open rates compared to AccessAlly Managed baseline
• Verify SPF, DKIM, DMARC records correct (use mail-tester.com)

✅ Forms & Automations

• Test each opt-in form submission
• Verify data reaches Keap correctly
• Test order form purchases (Stripe test mode)
• Confirm post-purchase tags applied
• Test auto-login after purchase
• Verify Email Wizards still trigger

✅ Subscriptions & Payments

• Verify active subscriptions linked correctly
• Test new purchase flow end-to-end
• Test subscription cancellation
• 🚨 CRITICAL: Test failed payment handling
• Verify member access aligns with payment status
• Check Stripe webhooks firing correctly

Step 19: Monitor for 14 Days

Due to the complexity of adding an external CRM, monitor for TWO weeks (not just 7 days):

• Days 1-3: Immediate access issues, login problems, Contact ID linking issues
• Days 4-7: Email deliverability monitoring, form submission issues
• Days 8-10: Subscription/payment issues, automation issues
• Days 11-14: Long-term stability, edge cases

What to monitor:

• Member support tickets (migration-related questions)
• Email bounce rates (should decrease significantly)
• Email open rates (should increase with Keap)
• Login errors or access issues
• Payment failures and subscription handling
• Form submission success rates
• Keap campaign triggers (if you’ve started using campaigns)

Step 20: Clean Up and Optimize

Once migration is stable (14+ days):

1. Deactivate Migration Wizard plugin
2. Remove staging site’s 2-site exception (contact AccessAlly support)
3. Review email sending costs (eliminated SMTP plugin costs)
4. Plan Keap campaign migration (replace Email Wizards gradually)
5. Train team on Keap (consider hiring Keap consultant for training)
6. Document new processes (how to add contacts, apply tags, etc.)
7. Update member documentation if needed

Troubleshooting Common Issues

Issue 1: Contact IDs Not Linking (MOST CRITICAL)

Symptoms: Members have correct tags in Keap but can’t access content. Getting “You don’t have permission” errors.

Causes:

• Contact ID not stored in WordPress user meta during import
• Wrong meta key used (infusionsoft_contact_id vs keap_contact_id)
• Migration Wizard didn’t enable Contact ID linking
• API connection issues during import

Solution:

1. Pick affected user in WordPress
2. Check user meta for “infusionsoft_contact_id” field
3. If missing, re-import user via Migration Wizard with “Link Contact IDs” checked
4. If present but wrong, search Keap for correct Contact ID and update manually
5. Test access after fixing
6. If widespread issue, may need to re-import all users

Issue 2: Tags Not Controlling Access

Symptoms: Members have tags in Keap but content access doesn’t match

Causes:

• Tag names in AccessAlly don’t match Keap exactly (case-sensitive)
• Tags in wrong category in Keap
• Contact ID linking issue (see Issue 1)
• Tag sync delay between Keap and AccessAlly

Solution:

1. Verify Contact ID linking first (see Issue 1)
2. Check tag name in Keap (exact spelling, capitalization)
3. Go to AccessAlly module/page access settings
4. Update tag name to EXACTLY match Keap (copy/paste)
5. Test access again
6. If using Keap campaigns, verify tag application rules

Issue 3: Emails Still Going to Spam

Symptoms: Even with Keap, emails landing in spam folders

Causes:

• SPF/DKIM/DMARC records not configured correctly
• Sending domain not authenticated in Keap
• Email content triggers spam filters
• Need to warm up sending reputation

Solution:

1. Go to Keap → Admin → Settings → Email Settings
2. Verify all authentication records are green checkmarks
3. Use mail-tester.com to check email score
4. Ensure “From” address is authenticated
5. Warm up sending (start with small batches)
6. Review email content for spam trigger words
7. Check with Keap support if issues persist

Issue 4: Custom Fields Data Missing

Symptoms: Custom field data didn’t migrate from WordPress to Keap

Causes:

• Custom fields not created in Keap before import
• CSV column names don’t match Keap field names
• Field type mismatch (text vs. number)
• Field names missing underscore prefix

Solution:

1. Verify custom fields exist in Keap
2. Check field names include underscore prefix
3. Export a contact from Keap to see field structure
4. Update CSV with correct Keap field names
5. Re-import with “Update existing contacts” checked
6. Verify data populated for test contacts

Issue 5: WordPress Users Created But Not Keap Contacts

Symptoms: Import created WordPress users but contacts missing in Keap

Causes:

• Migration Wizard “Create in CRM” option not checked
• Keap API rate limit reached
• Keap API credentials expired or incorrect
• Duplicate email addresses in Keap (Keap rejects duplicates)

Solution:

1. Verify AccessAlly → Keap connection still active
2. Check Migration Wizard import log for errors
3. Export list of users without Contact IDs
4. Re-import those users with “Create in CRM” checked
5. If persistent, import in smaller batches (100 at a time)

Issue 6: Keap Campaign Triggers Not Firing

Symptoms: Created Keap campaigns but they’re not triggering for new signups

Causes:

• Campaign not published/activated
• Campaign goals misconfigured
• Tag trigger name doesn’t match actual tag applied
• Contact already went through campaign (one-time trigger)

Solution:

1. Check campaign is Published (not Draft)
2. Verify campaign goal matches trigger action (tag applied, form submitted, etc.)
3. Check tag name spelling exactly matches
4. Test with fresh test contact
5. Review Keap campaign reports for troubleshooting

Issue 7: Need to Rollback to AccessAlly Managed

If critical issues occur:

Cost Analysis: AccessAlly Managed vs. Keap

ROI Justification:

• Keap’s superior deliverability often pays for itself through increased engagement
• Eliminating SMTP costs offsets some of Keap’s cost
• CRM features enable better customer management and sales
• Professional email reputation protects brand

Migration Timeline & Downtime

Total Time Estimate: 8-12 hours (plus 10-20 hours learning Keap post-migration)

Recommended Downtime Window: 4-6 hours on a weekend for the live site switch

Should You Hire Professional Help?

Consider professional migration assistance if:

• You have 1,000+ active members (Contact ID linking critical at scale)
• You have complex tag-based access rules across many modules
• You can’t afford 4-6 hours of downtime
• You’re not comfortable with technical migrations
• Your business can’t tolerate access issues
• You want Keap campaigns set up professionally
• You need team training on Keap

Professional help provides:

• Guaranteed Contact ID linking
• Reduced downtime (1-2 hours vs. 4-6)
• Keap campaign setup
• Team training
• Rollback plan
• Real-time troubleshooting

Contact AccessAlly support to discuss migration assistance or Keap specialist recommendations.

Need Help?

Migration Support:

• Review the Migration Support Policy
• For CRM switch assistance: Contact AccessAlly support
• Consider hiring a Keap specialist for campaign setup

Related Guides:

• Pre-Migration Checklist
• Post-Migration Verification
• Data Mapping Reference
• How to Migrate CRMs and Keep Same Site
• Preserving Subscriptions During Migration
• AccessAlly Managed vs CRM Comparison