Pre-Migration Checklist: Essential Steps Before Any Migration

Pre-Migration Checklist

Overview

This checklist applies to ALL migration types:

• Switching CRMs (ActiveCampaign, Ontraport, Keap, Drip, Kit, etc.)
• Migrating TO AccessAlly from other platforms
• Migrating AWAY from AccessAlly
• Payment system migrations

Time to complete: 2-4 hours (depending on site size)

Required skills: WordPress admin access, basic technical understanding

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Critical: Do These BEFORE You Start

1. Backup Everything

What you need to backup:

WordPress Site Backup

☐ Full site backup (files + database)

• Use your hosting provider’s backup tool (cPanel, Plesk, etc.)
• Or use a backup plugin (UpdraftPlus, BackupBuddy, etc.)
• Verify backup file is downloadable and complete
• Store backup in a safe location (not just on the server)

How to verify your backup is complete:

1. Download the backup file
2. Check file size (should be several MB to GB depending on site)
3. Verify both files AND database are included
4. Test restore on a test site if possible

Recommended backup plugins:

• UpdraftPlus – Free, reliable, supports remote storage
• BackupBuddy – Premium, comprehensive, good for migrations
• Duplicator – Free, excellent for site migrations

→ How to Backup Your WordPress Site

CRM Data Export

☐ Export contacts from current CRM

• Export ALL contacts (not just tagged/active)
• Include all custom fields
• Export tags and tag categories (if applicable)
• Save as CSV file
• Store in safe location (backup folder)

☐ Export automation rules/sequences

• Document or screenshot all automations
• Note trigger events and actions
• Map automation flow (diagram if complex)
• Save automation exports if CRM supports it

☐ Export custom fields documentation

• List all custom fields with data types
• Note which fields are required
• Document field purposes
• Save field mapping spreadsheet

Payment Gateway Data

☐ Export transaction history

• Export from Stripe, PayPal, or other gateway
• Include date range covering all active subscriptions
• Save as CSV for reference

☐ Document active subscriptions

• Export subscription list from payment gateway
• Note subscription IDs, products, amounts
• Cross-reference with CRM data

AccessAlly Configuration

☐ Export AccessAlly settings

• Screenshot CRM connection settings
• Document tag-based access rules
• List all products/offers configured
• Save order form configurations

☐ Document current setup

• Which CRM you’re currently using
• How many products/membership levels
• Number of active members
• Number of pages with tag-based access

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2. Audit Your Current Setup

Use this audit to understand what you’re migrating:

Member Count Audit

☐ Count active members

• Go to WordPress → Users
• Count users with Subscriber/Member roles
• Note: ________ active members

☐ Count active subscriptions

• Check payment gateway subscription count
• Note: ________ active subscriptions

Membership Structure Audit

☐ List all membership levels/products

• Product 1: ________________
• Product 2: ________________
• Product 3: ________________
• [Add more as needed]

☐ Document access rules for each level

• Which tags grant access?
• Which pages/posts are protected?
• Are there any expiration rules?

Tag Audit

☐ Count total tags in CRM

• Note: ________ tags in [CRM name]

☐ List critical tags used by AccessAlly

• Tags that grant content access
• Tags applied by order forms
• Tags used in automations
• Tags used for email segmentation

☐ Check for tag categories (Keap only)

• If migrating FROM Keap: Document which tags are in categories
• If migrating TO ActiveCampaign: ⚠️ WARNING – Read about tag category prepending
• → Tag Category Prepending Issue

Form Audit

☐ List all forms on your site

• Opt-in forms: ________ forms
• Order forms: ________ forms
• Profile update forms: ________ forms

☐ Document form configurations

• Which forms apply tags?
• Which forms use auto-login?
• Which forms connect to payment gateways?

Automation Audit

☐ Count automations in CRM

• Note: ________ automations in [CRM name]

☐ List critical automations

• Welcome sequence: [describe]
• Failed payment sequence: [describe]
• Renewal reminders: [describe]
• Access expiration: [describe]
• [Add more as needed]

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3. Create Test Environment (Staging Site)

☐ Create staging site

• Option A: Use hosting provider’s staging feature (Kinsta, WP Engine, etc.)
• Option B: Use Local by Flywheel for local testing
• Option C: Create manual staging site on subdomain

How to create staging site (hosting provider method):

1. Log into your hosting control panel
2. Look for “Staging” or “Clone Site” feature
3. Create staging copy of your live site
4. Note staging URL: ________________
5. Verify staging site loads correctly

How to create staging site (manual method):

1. Create subdomain: staging.yourdomain.com
2. Install fresh WordPress
3. Import backup from live site
4. Update wp-config.php database credentials
5. Run search-replace for domain URLs
6. Verify staging site loads

→ How to Create a Staging Site

☐ Verify staging site is working

• Can you log into WordPress admin?
• Do pages load correctly?
• Is AccessAlly plugin active?
• Can you access protected content?

☐ Create test CRM account/list

• Create separate list/tag in destination CRM for testing
• Label it clearly: “STAGING TEST – DO NOT USE”
• This prevents staging tests from affecting live CRM data

☐ Set up test payment gateway (sandbox mode)

• Enable Stripe test mode OR PayPal sandbox
• This lets you test purchases without real charges
• Document test API keys separately from live keys

☐ Request 2-site exception (if needed)

• AccessAlly normally allows 1 live + 1 local site
• During migration, you may need staging exception
• Contact AccessAlly support to request temporary 2-site exception
• Provide staging URL and explain you’re migrating

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4. Data Mapping

Map data between your current and destination systems:

☐ Use the Data Mapping Reference

• → Data Mapping Reference Guide
• Find your specific CRM combination
• Download field mapping template

☐ Create contact field mapping spreadsheet

• Column 1: Current CRM field name
• Column 2: Destination CRM field name
• Column 3: Data type
• Column 4: Required? (Yes/No)
• Column 5: Notes

Example mapping:

Current Field	Destination Field	Type	Required?	Notes
firstname	first_name	Text	Yes	Standard field
Access Level	Membership_Level	Text	No	Custom field

☐ Create tag mapping spreadsheet

• Column 1: Current tag name
• Column 2: Destination tag name
• Column 3: Used for access? (Yes/No)
• Column 4: Used in automations? (Yes/No)
• Column 5: Notes

☐ Identify unique contact IDs

• What field is used as unique identifier in current CRM?
• What field will be used in destination CRM?
• Plan for contact ID remapping if needed

☐ Map subscription products

• List current product IDs
• List destination product IDs
• Map which current product = which destination product

☐ Document automation triggers

• What triggers each automation in current system?
• What will trigger it in destination system?
• Are triggers identical or do they need adjustment?

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5. Plan Downtime

Your site will need to be in maintenance mode during migration:

☐ Choose migration time window

• Recommended: Late night or early morning (low traffic)
• Avoid: During active launches, promotions, or high-traffic periods
• Scheduled date: ________________
• Scheduled time: ________________
• Estimated duration: ________ hours

☐ Prepare customer communication

• Email template announcing scheduled maintenance
• Send 72 hours before migration
• Send reminder 24 hours before
• Include expected downtime window

Email template example:

Subject: Scheduled Maintenance – [Date] [Time]

Hi [Name],

We’re performing scheduled maintenance on [Date] from [Start Time] to [End Time] [Timezone].

What this means:

• The site will be temporarily unavailable during this window
• You won’t be able to log in or access content
• Any active sessions will be logged out
• This is to improve our systems – thank you for your patience!

When we’re back:

• You may need to log in again
• Your access to all content will remain the same
• If you experience any issues, contact support at [email]

Thank you for your understanding!

[Your Name]

☐ Set up maintenance page

• Install maintenance mode plugin (WP Maintenance Mode, Coming Soon, etc.)
• Configure maintenance message
• Test maintenance mode (enable, verify, disable)
• Don’t enable yet – just have it ready

☐ Prepare support plan

• Who will handle support during migration?
• How will you respond to urgent issues?
• Do you have backup contact for emergencies?

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6. Test Access & Permissions

Verify you have everything you need before starting:

☐ WordPress admin access

• Administrator-level account
• Can install/activate plugins
• Can edit pages and settings

☐ Current CRM access

• Admin-level access to current CRM
• Can export contacts
• Can view automations
• API credentials available

☐ Destination CRM access

• Admin-level access to destination CRM
• Can import contacts
• Can create automations
• API credentials generated and saved

☐ Payment gateway access

• Admin access to Stripe/PayPal/etc.
• Can view subscriptions
• Can access API keys
• Test mode keys available (for staging)

☐ Hosting/server access

• cPanel or hosting control panel access
• Can create staging sites
• Can perform backups
• Can restore backups if needed

☐ Domain/DNS access (if needed)

• Can update DNS records if migration requires it
• Know how to revert DNS changes

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Migration-Specific Checklists

In addition to the universal checklist above, review the checklist for your specific migration type:

CRM Switch Migrations

☐ Read CRM switch checklist

• → CRM Switch Specific Checklist

☐ Test CRM API connection

• Test current CRM connection in AccessAlly
• Generate destination CRM API credentials
• Don’t connect to destination CRM yet (wait until migration)

☐ Plan tag recreation

• Will tags transfer automatically or need manual creation?
• Prepare list of tags to create in destination CRM

Platform Migration (TO or FROM AccessAlly)

☐ Read platform migration checklist

• → Platform Migration Specific Checklist

☐ Content migration plan

• Which pages/posts need to move?
• Will you manually copy or use migration plugin?
• How will media files (images, PDFs) transfer?

AccessAlly Managed Migration

☐ Read AccessAlly Managed checklist

• → AccessAlly Managed Specific Checklist

☐ Understand email behavior changes

• If migrating TO AA Managed: Email works differently
• If migrating FROM AA Managed: Email will work differently
• Plan for email sequence recreation

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Final Pre-Migration Verification

Critical verification checklist:

☐ Full WordPress backup created and downloaded

☐ CRM contacts exported and saved

☐ Payment gateway data exported

☐ Staging site created and working

☐ Data mapping spreadsheet completed

☐ Migration time scheduled and communicated

☐ Maintenance page ready (but not enabled yet)

☐ All access and permissions verified

☐ Support plan in place

☐ Rollback plan documented

If ANY of the above are not checked, STOP and complete them before proceeding.

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What Happens Next

Once you’ve completed this checklist:

1. Choose your migration guide
   • → Migration Hub – Find your specific migration path
2. Follow the step-by-step guide
   • Test on staging first
   • Verify everything works on staging
   • Then migrate live site
3. Complete post-migration verification
   • → Post-Migration Verification Checklist

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Common Pre-Migration Mistakes (Don’t Do These)

❌ Skipping backups – “I’ll do it later” = disaster waiting to happen

❌ Testing on live site – Always test on staging first

❌ Migrating during high-traffic times – Schedule low-traffic windows

❌ Not communicating downtime – Surprise maintenance upsets members

❌ Incomplete data mapping – Results in broken access rules post-migration

❌ No rollback plan – If migration fails, you’re stuck

❌ Rushing the process – Take the time to do it right

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When to Stop and Get Help

Stop and contact support if:

• You can’t create a complete backup
• You don’t have admin access to all required systems
• Your hosting doesn’t support staging sites and you can’t create one
• The data mapping seems overwhelming or confusing
• You’re not comfortable with any of the technical steps
• Your site has >1,000 active members (high-risk DIY)

Contact AccessAlly Support for professional migration assistance.

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💡 Pro Tip: Print this checklist and check off items as you complete them. Don’t rely on memory – migrations have too many moving parts. A systematic approach prevents 80% of migration issues.