Migrating from Keap to Ontraport

Complete Guide: Migrating from Keap to Ontraport (Same AccessAlly Site)

Why This Migration Is Complex

The Keap → Ontraport migration has a MAJOR technical blocker that you must understand before proceeding:

Additional complexity factors:

• Both are advanced CRMs: Keap and Ontraport have comparable feature sets (campaigns, pipelines, deals)
• Different automation builders: Keap campaigns → Ontraport campaigns (similar complexity, different interface)
• Custom field structure: Keap’s underscore-prefixed fields (_custom_field) → Ontraport field IDs (f1234)
• CRM switch risk: Contact ID linking is CRITICAL – if it fails, members lose access even with correct tags

Recommendation: Consider professional migration help for Keap → Ontraport switches. If proceeding DIY, budget 8-12 hours for tag remapping and testing.

Why Migrate from Keap to Ontraport?

Despite the complexity, common reasons for migrating:

• Better Business Reporting: Ontraport’s reporting more comprehensive than Keap
• Simpler Interface: Some find Ontraport’s UI more intuitive than Keap’s Campaign Builder
• Pricing Structure: Ontraport’s pricing may fit your business model better
• Contact Management: Ontraport’s database structure preferred for complex businesses
• Native Payment Processing: Ontraport’s payment gateway integration more robust
• Feature Parity: Both are enterprise CRMs – you’re not losing core functionality

What You’ll Need Before Starting

✅ Required Access & Accounts

• WordPress admin access to your AccessAlly site
• Keap admin access (for data export)
• Ontraport account (must be set up and configured)
• AccessAlly license that supports CRM switching
• Access to your payment gateway (Stripe or PayPal)
• LOTS of time – This is not a quick migration
• Developer or technical consultant (recommended for this migration)

📋 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 Keap contact data
• CRITICAL: Complete audit of ALL tags with their categories
• Map every Keap category+tag to new Ontraport tag ID and name
• Document every location where tags are referenced in AccessAlly
• Audit of custom fields (note Keap’s underscore prefix)
• Staging site setup (MANDATORY for this migration)
• Request 2-site exception from AccessAlly support
• Downtime plan (expect 4-6 hour window)
• Member communication plan

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

Step 1: Set Up Your Ontraport Account

If you haven’t already set up Ontraport:

1. Sign up for Ontraport (choose appropriate tier for your contact count)
2. Complete basic account setup (company info, timezone, sender email)
3. Configure email deliverability (SPF, DKIM records)
4. Test email sending (send yourself a test campaign)
5. Create a test form and test it
6. Familiarize yourself with Ontraport’s campaign builder
7. Create test campaign to understand workflow

Step 2: Export Your Data from Keap

1. Log into your Keap account
2. Go to Contacts → Export Contacts
3. Select “All Contacts”
4. Include all fields and tags
5. Download CSV export
6. ALSO export tag list separately to see complete category structure
7. ALSO export custom field definitions (note underscore-prefixed names)

To see tag categories in Keap:

1. Go to CRM → Tags
2. Note the category name for EVERY tag you use
3. Document this in your tag mapping spreadsheet
4. Take screenshots of tag category structure for reference

What’s included in the Keap export:

• Email addresses
• First and last names
• Phone numbers
• Custom fields (with underscore prefix: _custom_field)
• Tags (with category information)
• Contact scores (if used)
• Company information

What’s NOT included:

• Campaign workflows (must be rebuilt in Ontraport)
• Deals and pipeline data (must be manually transferred)
• Email campaign history
• Form designs
• Appointment scheduling settings

Step 3: Create Your Tag Mapping Document (CRITICAL STEP)

This is the most important step of the entire migration. Create a spreadsheet with these columns:

Column explanations:

• Keap Category: The category folder in Keap
• Keap Tag: The tag name as it appears in Keap
• Ontraport Tag Name: What you want the tag to be called in Ontraport (remove category if desired)
• Ontraport Tag ID: The numeric ID Ontraport assigns (fill this in after creating tags in Step 5)
• Used In AccessAlly?: Is this tag referenced in any AccessAlly access rules, modules, or automations?

Step 4: Map Custom Fields from Keap to Ontraport

Create a second mapping spreadsheet for custom fields:

Step 5: Recreate Tags in Ontraport

1. Using your tag mapping spreadsheet, create each tag in Ontraport
2. Go to Ontraport → Contacts → Tags
3. Click “Add Tag” for each tag
4. Use clean tag names (remove Keap categories if desired)
5. CRITICAL: Note the Tag ID Ontraport assigns to each tag
6. Update your tag mapping spreadsheet with Ontraport tag IDs

Important tag notes:

• Ontraport tags work similarly to Keap (simple tag/untag)
• Tag names are case-sensitive in both systems
• Ontraport uses numeric tag IDs internally
• Clean up unused tags during this process
• Consider consolidating similar tags from different Keap categories

Step 6: Create Custom Fields in Ontraport

1. Using your custom field mapping spreadsheet
2. Go to Ontraport → Contacts → Contact Information
3. Click “Add Field” for each custom field
4. Match field types (text, number, date, dropdown, etc.)
5. CRITICAL: Note each field’s ID (e.g., “f1234”) for CSV mapping
6. Update your custom field mapping spreadsheet with Ontraport field IDs

Keap → Ontraport field type mapping:

• Text → Text
• Textarea → Large Text
• Number → Numeric
• Date → Date
• Dropdown → Drop Down or List Box
• Checkbox → Check Box
• Phone → Phone (Ontraport has dedicated phone field)

Step 7: Audit ALL AccessAlly Tag References

Before migrating, document everywhere tags are used in AccessAlly:

1. Go through every AccessAlly module and note which tags control access
2. Check every protected page for tag-based access rules
3. Review all order forms for tag assignments
4. Check email wizards for tag triggers
5. Review automation triggers for tag-based rules
6. Document membership level tag associations
7. Check progressive unlocking rules

Add this information to your tag mapping spreadsheet so you know which tag changes will break access.

Step 8: Connect Ontraport to AccessAlly (Staging Site First)

1. On your STAGING site, go to AccessAlly → Settings → General
2. Under “CRM Integration,” change from Keap to Ontraport
3. Enter your Ontraport API credentials:
   • App ID (found in Ontraport → Administration → Integrations → API Instructions)
   • API Key (found in same location)
4. Click Save and Test Connection
5. Verify the connection is successful

Step 9: Prepare Your CSV for Migration Wizard

The AccessAlly Migration Wizard expects a specific format. Transform your Keap export.

Required columns for AccessAlly + Ontraport import:

• Email – Email address (required)
• First Name – First name
• Last Name – Last name
• Tags – Comma-separated list of Ontraport tag names (or IDs)
• f1234 – Custom field columns (use Ontraport field IDs)

CSV transformation steps:

1. Open your Keap export in Excel or Google Sheets
2. For tag columns:
   • If Keap export includes category in tag name, remove it OR keep it based on your Option A/B choice
   • Map Keap tags to Ontraport tag names using your mapping spreadsheet
   • Ensure tags are comma-separated in one column
3. For custom fields:
   • Remove underscore prefix from Keap field names
   • Rename columns to Ontraport field IDs (e.g., “_membership_level” → “f1234”)
4. Remove unsubscribed contacts (or handle separately)
5. Save as new CSV: “keap-to-ontraport-import.csv”

Phase 2: Migration Execution (3-4 hours)

Step 10: Import Contacts via Migration Wizard

1. On your STAGING site, go to AccessAlly → Migration Wizard
2. If you don’t see Migration Wizard, download and activate the plugin (instructions)
3. Click “Import from CSV”
4. Upload your prepared CSV file
5. Map CSV columns to Ontraport fields
6. Choose import options:
   • Update existing users: Check if members may already exist in WordPress
   • Create users in CRM: Check (this creates contacts in Ontraport)
   • Add tags: Check (applies tags from CSV)
7. Click “Start Import”

What happens during import:

• WordPress user accounts created (if they don’t exist)
• Contacts created in Ontraport
• Tags applied in Ontraport (using tag IDs or names from CSV)
• Contact ID from Ontraport stored in WordPress user meta
• This Contact ID linking is CRITICAL for access control

Step 11: Verify Contact ID Linking

After import, verify Contact IDs are properly linked:

1. Pick 5-10 random members from WordPress → Users
2. Check their user meta for “ontraport_contact_id”
3. Search Ontraport for those Contact IDs
4. Verify correct contact appears
5. Test that tagging them in Ontraport grants access in AccessAlly

Step 12: Update ALL AccessAlly Tag References

This is the most time-consuming step. Using your tag mapping document:

1. Go to each AccessAlly module with tag-based access
2. Update tag names to match new Ontraport tags (exact spelling, case-sensitive)
3. Update protected page access rules
4. Update order form tag assignments
5. Update email wizard tag triggers
6. Update automation trigger rules
7. Update membership level tag associations
8. Update progressive unlocking rules

Step 13: Link Payment Gateway Subscriptions

If you have paid members with active subscriptions:

1. Export active subscriptions from Stripe or PayPal
2. Match subscription IDs to member email addresses
3. In AccessAlly, go to each member’s profile
4. Verify the subscription ID is stored correctly
5. Test that failed payments will cancel access

Detailed guide: Preserving Subscriptions During Migration

Step 14: Rebuild Keap Campaigns in Ontraport

Keap campaigns must be rebuilt as Ontraport campaigns:

Step 15: Update Forms

Replace Keap forms with Ontraport or AccessAlly forms:

Option 1: Use Ontraport Forms

1. Create forms in Ontraport → Landing Pages → Forms
2. Embed Ontraport form code on your WordPress pages
3. Style forms to match your site
4. Set up tag assignments and campaign triggers

Option 2: Use AccessAlly Forms (Recommended)

1. Create forms in AccessAlly → Opt-in Forms
2. Configure to submit to Ontraport
3. Better integration with WordPress/AccessAlly features
4. Update all form tag assignments to use new tag names

Phase 3: Testing and Go-Live (4-6 hours)

Step 16: Extensive Staging Testing

Because of the tag mapping complexity, testing is CRITICAL:

• ✅ Test login for members with different membership levels
• ✅ Verify EACH membership level can access correct content
• ✅ Check EVERY module access rule works
• ✅ Test EVERY protected page
• ✅ Verify forms submit and apply correct tags (check in Ontraport)
• ✅ Test purchase flow end-to-end
• ✅ Verify campaign triggers fire correctly in Ontraport
• ✅ Test subscription linking and failed payment handling
• ✅ Test Contact ID linking for 10+ random members
• ✅ Verify custom fields populated correctly

Step 17: Switch Live Site to Ontraport

Only after staging tests pass completely:

1. Schedule 4-6 hour downtime window (weekend recommended)
2. Put site in maintenance mode
3. Create fresh WordPress backup
4. Export final Keap data (catch any new contacts since staging)
5. Switch AccessAlly to Ontraport (same steps as staging)
6. Import any new contacts
7. Update ALL tag references (again, on live site)
8. Verify custom fields and tags for sample of members
9. Test access for multiple membership levels
10. Test Contact ID linking
11. Take site out of maintenance mode
12. Monitor intensely for first 2-4 hours

Step 18: Complete Post-Migration Verification

Work through the complete Post-Migration Verification Checklist.

Pay special attention to:

✅ Contact Data Integrity

• Verify total contact count matches Keap
• Check 10 random contacts in Ontraport for complete data
• Verify Contact IDs properly stored in WordPress
• Check for duplicate contacts

✅ Tags & Custom Fields

• Verify tags migrated correctly (sample 20 contacts)
• Check tag names match exactly (case-sensitive)
• Verify custom fields populated in Ontraport
• Test tag-based access rules for each membership level

✅ Access & Permissions

• Test login as multiple member types
• Verify access to protected content for each membership level
• Check tag-based access rules work
• Test content unlocking based on tags
• Test progressive unlocking if used

✅ Forms & Campaigns

• Test each opt-in form submission
• Verify form data reaches Ontraport
• Test order form purchases
• Confirm post-purchase campaigns fire in Ontraport
• Test auto-login after purchase

✅ 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

Step 19: Monitor for 14 Days (Not 7)

Due to the complexity and risk of this migration, monitor for TWO weeks instead of one:

• Days 1-3: Immediate access issues and login problems
• Days 4-7: Tag-related access issues as members try to access content
• Days 8-14: Subscription/payment issues, campaign issues

Keep Keap active for 30 days as a safety net. Don’t cancel immediately.

Step 20: Clean Up

Once migration is stable (14+ days):

1. Disconnect Keap from AccessAlly (remove API keys)
2. Deactivate Migration Wizard plugin
3. Export final Keap data for records
4. Downgrade or cancel Keap (keep 30 days as safety net)
5. Remove staging site’s 2-site exception (contact AccessAlly support)
6. Update member documentation with any changes

Troubleshooting Common Issues

Issue 1: Members Have Tags But Can’t Access Content (MOST COMMON)

Symptoms: Members have correct tags in Ontraport but getting “insufficient permissions” errors

Causes:

• AccessAlly access rules reference old Keap tag names
• Tag names in Ontraport don’t match AccessAlly rules exactly (case-sensitive)
• Category prepending created tag name mismatches
• Contact ID linking issue

Solution:

1. Check the member’s tags in Ontraport (note exact spelling)
2. Go to the module or page they can’t access
3. Check “Who Can Access” settings
4. Update tag name to EXACTLY match Ontraport
5. Verify Contact ID is properly stored (check WordPress user meta)
6. Test access again

Issue 2: Tags Imported with Wrong Names

Symptoms: Tags in Ontraport have unexpected names (category prepended or missing)

Causes:

• Keap category structure affected export format
• CSV not properly transformed before import
• Tag mapping not followed during import

Solution:

1. Use Ontraport’s bulk tag management to rename tags
2. Update CSV with correct tag names
3. Re-import with “Update existing users” checked
4. Verify tag names match your mapping spreadsheet
5. Update AccessAlly access rules to match final tag names

Issue 3: Custom Fields Data Missing or Wrong

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

Causes:

• Custom fields not created in Ontraport before import
• CSV column names don’t match Ontraport field IDs (f1234)
• Field type mismatch (text in Keap, number in Ontraport)
• Keap underscore prefix not handled correctly

Solution:

1. Verify custom fields exist in Ontraport
2. Note exact field IDs (e.g., “f1234”)
3. Update CSV with correct Ontraport field ID column names
4. Remove Keap underscore prefix from data if needed
5. Re-import with “Update existing users” checked
6. Check a few contacts to verify data populated

Issue 4: Contact IDs Not Linking (CRITICAL)

Symptoms: Members have correct tags but can’t access content; Contact ID missing in WordPress

Causes:

• Contact ID not stored in WordPress user meta during import
• Contact ID stored under wrong meta key
• WordPress user exists but Ontraport contact doesn’t
• Ontraport API connection issue during import

Solution:

1. Check WordPress user meta for “ontraport_contact_id” or “contact_id”
2. If missing, re-import the user via Migration Wizard with “Update existing users” checked
3. Verify the Contact ID in Ontraport matches the stored ID
4. Test that tagging in Ontraport grants access in AccessAlly
5. If bulk re-import needed, export all WordPress users and re-run Migration Wizard

Issue 5: Campaigns Not Triggering Correctly

Symptoms: Ontraport campaigns not firing when tags are applied or forms are submitted

Causes:

• Campaign triggers reference old Keap tag names
• Tag IDs in campaign triggers don’t match imported tags
• Campaign not activated in Ontraport
• Rule logic not configured correctly

Solution:

1. Check campaign trigger settings in Ontraport
2. Verify tag names/IDs match imported tags
3. Ensure campaign is activated (not draft)
4. Test trigger by manually applying tag to test contact
5. Check Ontraport campaign logs for errors

Issue 6: Need to Rollback to Keap

If critical issues occur:

1. Change AccessAlly CRM connection back to Keap
2. Re-enter Keap API credentials
3. Verify connection
4. Test member access (should restore immediately with original tag names and Contact IDs)
5. Contact AccessAlly support for migration help

Migration Timeline

Total Time Estimate: 8-12 hours (due to tag/field remapping complexity)

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

Keap vs. Ontraport Feature Comparison

Both are advanced CRMs with comparable features:

Should You Hire Professional Help?

Consider professional migration assistance if:

• You have 50+ tags in Keap (especially with complex category structure)
• You have complex tag-based access rules across many modules
• You have 1,000+ active members
• You can’t afford 4-6 hours of downtime
• You’re not comfortable with extensive manual remapping
• Your business can’t tolerate access issues
• You have complex Keap campaigns that need rebuilding
• You’re migrating CRM data (deals, pipelines) as well as contacts

Professional help can:

• Automate tag remapping via scripts
• Handle custom field transformation (Keap underscore → Ontraport field IDs)
• Reduce downtime to 1-2 hours
• Minimize member-facing issues
• Provide rollback plan
• Handle troubleshooting in real-time
• Rebuild campaigns accurately

Contact AccessAlly support to discuss migration assistance.

Need Help?

Migration Support:

• Review the Migration Support Policy
• For CRM switch assistance: Contact AccessAlly support
• Consider professional migration help for large or complex sites

Related Guides:

• Pre-Migration Checklist
• Post-Migration Verification
• Data Mapping Reference (includes Keap tag prepending details)
• How to Migrate CRMs
• Keap to ActiveCampaign (similar tag issues)
• ActiveCampaign to Ontraport (similar destination)
• Preserving Subscriptions During Migration