Inventory the sources and appoint an owner
List the spreadsheets and tools containing applicant details, stages, appointments and payments. Identify the owner of each source. Agree which source takes precedence when two files disagree, and restrict access to the people carrying out the migration.
Map fields and review duplicates
Create a field map from the old columns to the new system. Normalize stage names and destination labels. Review suspected duplicates manually: a shared family phone number does not necessarily mean two rows represent the same student.
- Preserve original source IDs for reconciliation.
- Separate current applicants from records you do not need to import.
- Check required fields and ownership assignments.
Test the import with synthetic data first
Confirm supported import formats and limits with the vendor. Test with synthetic records, then use an authorized sample in the approved environment. Check names, stages, counselor assignments and linked data after import. Do not assume a student import also migrates documents or financial history.
Reconcile before the cutover
Compare source counts with imported records and document any rejected rows. Check a selection of cases end to end. Keep a protected backup and agree the recovery procedure before switching the team to the new workspace.
Train staff and close the loop
Choose a cutover window, communicate who can edit which system and keep a short issue log. Train staff on finding a case, adding a task and completing a handover. Review unresolved duplicates and missing ownership after the first operating week.