Migrating from Kit to Ontraport

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

Why Migrate from Kit to Ontraport?

Kit (ConvertKit) to Ontraport represents a major platform upgrade from a simple creator tool to a full business automation system. Common reasons for migrating:

• Business Growth: You’ve outgrown Kit’s basic features and need full CRM capabilities
• Advanced CRM Features: Need deals, pipelines, business reporting, and task management
• Powerful Automation: Ontraport’s campaign builder far exceeds Kit’s simple sequences
• Custom Fields at Scale: Kit has limited custom fields; Ontraport has unlimited with field IDs
• Native Payment Processing: Ontraport integrates payments and subscriptions natively
• Business Intelligence: Advanced reporting and analytics beyond Kit’s basic stats
• SMS Marketing: Ontraport includes SMS; Kit doesn’t

What You’ll Need Before Starting

✅ Required Access & Accounts

• WordPress admin access to your AccessAlly site
• Kit 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)
• Budget for Ontraport’s higher pricing tier
• Time for Ontraport training (steep learning curve)

📋 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 Kit contact data
• Audit of current tags (Kit uses tags heavily; Ontraport has tags + custom fields)
• Data mapping spreadsheet (contacts, tags, custom fields, sequences)
• Staging site setup for testing (CRITICAL for CRM switches)
• Request 2-site exception from AccessAlly support
• Downtime plan and member communication
• Ontraport training plan (don’t underestimate this)

Phase 1: Pre-Migration Setup (3-5 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 account setup wizard (company info, timezone, sender email)
3. Configure email deliverability (SPF, DKIM, DMARC records)
4. Set up your first campaign and test it
5. Create a test form and verify it works
6. Familiarize yourself with Ontraport’s interface (very different from Kit)

Step 2: Export Your Data from Kit

1. Log into your Kit (ConvertKit) account
2. Go to Subscribers
3. Click Export in the top right
4. Select “All subscribers”
5. Choose “Export subscribers as CSV”
6. Kit will email you a CSV file
7. Download and open the CSV

What’s included in the Kit export:

• Email addresses
• First names
• Tags (in separate columns – one column per tag)
• Custom fields (Kit has limited custom field support)
• Subscription date
• Form source (which form they signed up through)

What’s NOT included:

• Sequences (must be rebuilt as Ontraport campaigns)
• Automation rules (must be recreated)
• Forms (must be rebuilt)
• Landing pages (if you use Kit’s landing pages)
• Email broadcast history
• Subscriber behavior data

Step 3: Map Your Kit Data to Ontraport

Create a comprehensive data mapping spreadsheet. Use the Data Mapping Reference Guide for complete field mappings.

Step 4: Strategic Decision – Tags vs. Custom Fields

Kit users typically have many tags because Kit’s custom field support is limited. Ontraport offers a strategic opportunity to reorganize your data.

Review your Kit tags and decide which should become Ontraport custom fields:

Step 5: Recreate Your Tags in Ontraport

1. Make a list of all tags from your Kit export that will remain tags
2. Go to Ontraport → Contacts → Tags
3. Create each tag in Ontraport
4. Use the exact same tag names for easier mapping
5. Organize tags with Ontraport’s tag groups if desired

Important tag notes:

• Tag names are case-sensitive in both systems
• Kit’s simple tagging → Ontraport’s more complex tag system with groups
• Consider tag cleanup during migration (eliminate unused tags)

Step 6: Create Custom Fields in Ontraport

1. List all custom fields from Kit (if any)
2. Add any tags you’re converting to custom fields (from Step 4)
3. Go to Ontraport → Contacts → Contact Information
4. Click “Add Field” for each custom field
5. Choose appropriate field types:
   • Text fields
   • Numeric fields
   • Date fields
   • Drop Down (for membership levels, categories)
   • Check Box (for yes/no values)
   • List Box (for multi-select options)
6. CRITICAL: Note each field’s ID (e.g., “f1234”) for CSV mapping

Example custom field strategy:

• f1000: Membership Level (Drop Down: Free, Silver, Gold, Platinum)
• f1001: Current Course Module (Numeric: 1-10)
• f1002: Subscription Anniversary (Date)
• f1003: Referral Source (Text)

Step 7: Map Kit Sequences to Ontraport Campaigns

Kit sequences cannot be automatically migrated. Document each sequence for manual rebuild.

For each Kit sequence, document:

• Sequence name and trigger (which tag or form subscribes people)
• Number of emails in sequence
• Timing between emails (days)
• Any conditional logic (if/then splits)
• Tags applied during sequence
• Goal or exit conditions

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 Kit 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

Transform your Kit export into AccessAlly Migration Wizard format.

Required columns for AccessAlly + Ontraport import:

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

CSV transformation steps:

1. Open your Kit export in Excel or Google Sheets
2. Kit exports tags in separate columns (one per tag) – you need to consolidate:
   • Create a new “Tags” column
   • For each subscriber, combine all tag columns into comma-separated list
   • Formula example: =TEXTJOIN(“,”, TRUE, D2, E2, F2, G2, H2)
3. If converting tags to custom fields:
   • Create columns named with Ontraport field IDs (e.g., “f1000”)
   • Use formulas to populate based on tag presence
   • Example: If subscriber has “Gold” tag, set f1000 = “Gold”
4. Rename columns to match Ontraport/AccessAlly format
5. Remove unsubscribed contacts (or handle separately)
6. Save as new CSV: “kit-to-ontraport-import.csv”

Phase 2: Migration Execution (2-3 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:
   • Email → email
   • First Name → firstname
   • Last Name → lastname
   • Tags → tags (comma-separated)
   • f1234 → custom field IDs
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
• Custom fields populated in Ontraport
• Contact ID from Ontraport stored in WordPress user meta
• This Contact ID linking is CRITICAL for access control

Step 11: Update AccessAlly Tags and Access Rules

AccessAlly stores tag names from your old CRM. After switching to Ontraport, verify these still match.

1. Go through each AccessAlly Module or protected page
2. Check “Who Can Access” settings
3. Verify tag names still match Ontraport tags exactly
4. Update any tag-based access rules if tag names changed
5. Update membership levels to link to correct Ontraport tags

Critical areas to check:

• Module access rules
• Page protection settings
• Order form tag assignments
• Email wizard tag triggers
• Automation trigger rules

Step 12: Link Payment Gateway Subscriptions

If you have paid members with active subscriptions, ensure their Stripe/PayPal subscriptions are properly linked.

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 13: Rebuild Your Sequences as Ontraport Campaigns

Using your sequence documentation from Step 7, rebuild each Kit sequence as an Ontraport campaign.

Ontraport campaign basics:

1. Go to Ontraport → Campaigns
2. Click “New Campaign”
3. Choose “Build from Scratch” (templates available but custom is better)
4. Set campaign trigger (tag applied, form submitted, etc.)
5. Drag and drop elements to build your sequence:
   • Email elements for each email
   • Wait elements for delays
   • Switch elements for conditional logic
   • Action elements for tags, custom fields, deals, tasks
   • Goal elements for sequence exits
6. Configure each element’s settings
7. Test campaign with a test contact
8. Activate campaign

Step 14: Update Forms

Kit forms need to be replaced with Ontraport forms OR AccessAlly forms that submit to Ontraport.

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 custom field mappings
5. Configure post-submission campaigns

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. More control over styling and behavior
5. Can map directly to Ontraport custom field IDs

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

Step 15: Test Everything on Staging

Before touching your live site, thoroughly test on staging:

• ✅ Member login works
• ✅ Content access rules work correctly
• ✅ Tags control access properly
• ✅ Custom fields populate correctly
• ✅ Forms submit to Ontraport
• ✅ Purchase flow works end-to-end
• ✅ Subscription linking works
• ✅ Failed payment handling tested
• ✅ Campaigns trigger correctly
• ✅ Email sending works
• ✅ Test NEW Ontraport features (deals, tasks) if using them

Step 16: Switch Live Site to Ontraport

When staging tests pass, switch your live site:

1. Schedule downtime (2-4 hour window recommended)
2. Put site in maintenance mode
3. Create fresh WordPress backup
4. Export final Kit data (capture any new contacts since staging)
5. Switch AccessAlly to Ontraport (same steps as staging)
6. Import any new contacts from final export
7. Verify access rules and tags
8. Test login for 3-5 members
9. Take site out of maintenance mode
10. Monitor closely for 1 hour

Step 17: Complete Post-Migration Checks

Work through the complete Post-Migration Verification Checklist. Key items for Kit → Ontraport:

✅ Contact Data Integrity

• Verify total contact count matches Kit
• Check 10 random contacts in Ontraport for complete data
• Verify Contact IDs properly stored in WordPress
• Check for duplicate contacts
• Verify custom fields populated correctly

✅ 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
• If using custom fields for access, test those too

✅ Tags & Custom Fields

• Verify tags migrated correctly (sample 10 contacts)
• Check custom fields populated in Ontraport
• Test tag-based access rules
• Verify tag assignment via forms
• Test custom field updates via forms

✅ 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
• Verify email sequences trigger correctly

✅ 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 18: Team Training on Ontraport

Don’t underestimate this step. Ontraport is significantly more complex than Kit.

Essential training areas:

• Navigation: Where to find contacts, campaigns, reports (very different UI from Kit)
• Campaign Builder: How to build and edit campaigns (much more complex than Kit sequences)
• Contact Management: How to view, edit, and segment contacts
• Custom Fields: How to create, update, and report on custom fields
• Tags vs. Fields: When to use each (Kit users over-rely on tags)
• Deals/Pipeline: If using CRM features, how to manage sales pipeline
• Reporting: How to generate business intelligence reports
• Email Sending: Broadcasts vs. campaigns (different from Kit’s simple sends)

Training resources:

• Ontraport Academy (official video training)
• Ontraport support docs
• Consider hiring an Ontraport consultant for team training
• Budget 10-20 hours per team member to become proficient

Step 19: Monitor for 7-14 Days

Don’t cancel Kit immediately. Monitor for issues during the first 1-2 weeks:

• Day 1-2: Watch for immediate access issues, login problems
• Day 3-5: Monitor form submissions and campaign triggers
• Day 6-7: Check subscription/payment handling
• Week 2: Verify team can use Ontraport effectively

What to monitor:

• Member support tickets (migration-related confusion?)
• Login errors or access issues
• Payment failures or subscription problems
• Form submission success rates
• Campaign trigger verification
• Team adoption of Ontraport features
• Email deliverability (different sending infrastructure from Kit)

Step 20: Clean Up

Once migration is stable (7-14+ days):

1. Deactivate Migration Wizard plugin
2. Export final Kit data for records
3. Downgrade or cancel Kit (keep 30 days as safety net)
4. Remove staging site’s 2-site exception (contact AccessAlly support)
5. Update member documentation with any CRM-related changes
6. Document your Ontraport setup for future team members
7. Schedule quarterly training refreshers on Ontraport features

Troubleshooting Common Issues

Issue 1: Contact IDs Not Linking (CRITICAL)

Symptoms: Members have correct tags in Ontraport but can’t access content

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

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 access after fixing Contact ID

Issue 2: Custom Fields Data Missing

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

Causes:

• Custom fields not created in Ontraport before import
• CSV column names don’t match Ontraport field IDs (f1234)
• Field type mismatch
• Tag-to-field conversion logic error in CSV transformation

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. Re-import with “Update existing users” checked
5. Check a few contacts to verify data populated

Issue 3: Team Overwhelmed by Ontraport Complexity

Symptoms: Team members avoid using Ontraport, revert to manual processes, or make errors

Causes:

• Insufficient training on Ontraport’s interface
• Expecting Kit-like simplicity
• Trying to use advanced features without understanding basics

Solution:

1. Schedule formal training sessions (don’t assume self-guided learning)
2. Create internal documentation for common tasks
3. Start with basic features before advanced automation
4. Consider hiring Ontraport consultant for onboarding
5. Set up weekly “Ontraport office hours” for questions
6. Build confidence with small wins before complex campaigns

Issue 4: Campaigns Not Triggering

Symptoms: Contacts enter campaign trigger but don’t progress through sequence

Causes:

• Campaign not activated (common mistake)
• Campaign trigger conditions not met
• Contact already went through campaign (Ontraport tracks history)
• Email sending limits reached
• Campaign has errors in logic

Solution:

1. Verify campaign is “Active” (green status)
2. Check campaign trigger settings match intended behavior
3. Review contact’s campaign history (Contacts → Campaign History)
4. Test with fresh test contact (not one used before)
5. Check Ontraport system logs for errors
6. Verify email sending limits not exceeded

Issue 5: Costs Higher Than Expected

Symptoms: Monthly Ontraport bill significantly higher than budgeted

Causes:

• Contact count grew beyond plan tier
• Email send volume exceeded plan limits
• Add-on features enabled (SMS, additional users, etc.)
• Ontraport’s tiered pricing structure not fully understood

Solution:

1. Review your Ontraport plan details and usage limits
2. Check current contact count vs. plan tier
3. Review email send volume vs. plan limits
4. Audit add-on features – disable unused ones
5. Consider cleaning up inactive contacts to reduce plan tier
6. Evaluate if Ontraport’s features justify the cost vs. returning to simpler platform

Issue 6: Forms Not Submitting to Ontraport

Symptoms: Form submissions not creating/updating contacts in Ontraport

Causes:

• AccessAlly not properly connected to Ontraport
• Form configured for old Kit connection
• Ontraport API rate limit reached
• Form fields don’t match Ontraport field names/IDs

Solution:

1. Verify AccessAlly → Ontraport connection still active
2. Edit form settings in AccessAlly
3. Ensure form is set to submit to Ontraport (not Kit)
4. Check field mappings match Ontraport field IDs
5. Test form submission and verify in Ontraport

Feature Comparison: What You Gain (and Lose)

Moving from Kit to Ontraport is a major platform shift. Here’s what changes:

Migration Timeline & Cost Analysis

Total Time Estimate: 6-10 hours (plus 10-20 hours team training)

Recommended Downtime Window: 2-4 hours on weekend or low-traffic period

Cost-Benefit Analysis

5-Year Cost Comparison (Example: 3,000 Contacts):

Ontraport makes financial sense if:

• You’ll actually use the CRM features (deals, pipelines, tasks)
• You need advanced automation that saves 5+ hours/week
• You use native payment processing to consolidate tools
• You need SMS marketing and use it regularly
• Your business revenue justifies the investment ($14k over 5 years)

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
• How to Migrate CRMs and Keep The Same AccessAlly Site
• Preserving Subscriptions During Migration
• ActiveCampaign → Ontraport Guide (similar destination CRM)