Switch your CRM. Keep what matters.

Before switching: check what the new tool needs to solve

List three situations that slow you down today: preparing a call, finding viewing feedback or handing a file to a colleague. Ask for a demonstration of these workflows using fictional data before comparing offers.

A CRM switch should deliver an observable improvement in your work. A newer tool does not guarantee a complete transfer of your history or measured time savings.

What to confirm before moving to Heumix

Migration is based on a controlled CSV import. The exact scope depends on your current tool’s exports and the supported data categories; it must be checked before switching.

• The categories and fields to be imported, and any exclusions.
• How duplicates and relationships between contacts, properties and deals will be handled.
• Whether documents and history can be imported: a contact export alone does not establish this.
• The email and calendar connections available for your setup, and the required authorisations.
• The responsibilities, any additional costs and the schedule agreed for your scope.

Keep a protected copy of the source export. Validate a representative sample, document discrepancies and agree conditions for returning to the previous tool before deciding to discontinue it.

Why changing CRM feels risky

A CRM contains far more than contact details. It carries histories, buyer searches, listings, appointments, documents and decisions accumulated over time.

The real risk is therefore not merely losing a row in a file. It is separating information from the person, property or transaction it belongs to.

1. Build an inventory before exporting

Start by identifying the sources that people genuinely use: the current CRM, spreadsheets, inboxes, calendars, shared folders and documents stored locally.

For each source, record its owner, available format, last update and operational value. This prevents the late discovery that important context lived outside the CRM.

2. Decide what genuinely needs to move

Group data into categories: contacts, buyers, sellers, properties, listings, searches, appointments, transactions, activities and documents.

Then distinguish what must move, what should be archived and what can be discarded. Importing duplicates, obsolete contacts or unclear statuses does not protect history; it simply transports disorder.

3. Map data to the new model

Two CRMs do not always use the same fields, statuses or relationships. A “lead” in the old tool may represent several different realities in the new one.

The mapping plan should define the destination of every category, required transformations, values without an equivalent and the person responsible for validation. Ambiguous items should remain visible rather than being silently converted.

4. Clean without rewriting history

Migration is an opportunity to merge duplicates, standardise formats and remove clearly unnecessary data. It should not become an automatic reinterpretation of what happened.

Where possible, preserve the date, author and origin of important information. When a record is uncertain, marking it as uncertain is safer than turning it into a fact.

5. Test a representative sample

Before the complete move, test a mixture of simple and complex files: an active buyer, an older listing, a live transaction, several contacts linked to one project and documents in different formats.

Check volumes, relationships, special characters, dates, attachments and access rights. Then have the results reviewed by the people who genuinely know those files.

6. Plan the cutover without stopping work

Set a reference date, define the final actions permitted in the old CRM and decide how information received during the transition will be handled.

Plan a short control period with named owners, an anomaly log and a clear correction process. The new tool should become the source of reference only after essential checks are complete.

7. Check security, compliance and reversibility

• Who can access exports and temporary files?
• How are those files protected and then deleted?
• Are roles and access rights carried over correctly?
• Are GDPR duties and retention periods documented?
• Can you export your data in a usable format?

These points should be agreed before go-live, not discovered after the switch.

A controlled migration checklist

• Complete inventory of sources and available formats.
• Migration scope approved category by category.
• Mapping rules and ambiguous cases documented.
• Test sample reviewed by operational users.
• Cutover date and responsibilities defined.
• Access, security, retention and deletion agreed.
• Export and fallback plan available if needed.