Whitfield Law · 2025
Fourteen years of Keap history, migrated without downtime
Before
- 112,000Records to migrate
- 14Years of history
- 38Active automations
After
- 0Records lost
- NoneDowntime at cutover
- −87%Intake response time
The challenge
Whitfield Law had used Keap since 2011. Fourteen years of contact history, 112,000 records, thirty-eight live automations and a custom field structure nobody had documented. Their previous migration quote proposed a CSV export and a fresh start, which would have discarded the referral history driving a third of their caseload.
The approach
Documented what existed before moving anything
Five days were spent purely on audit: every custom field mapped, every automation traced to its trigger, every tag catalogued. Roughly 40% of the tags turned out to be dead. Migrating them would have carried fourteen years of mess into a clean system.
Staged import with full history preserved
Contacts, matters, notes and conversation history were imported into a staging sub-account with original timestamps intact, so referral chains and case histories remained queryable rather than collapsing into an import date.
Automations rebuilt, not copied
The thirty-eight Keap automations became nineteen GoHighLevel workflows. Several had been duplicated over the years and were firing twice; two had been silently broken since a 2023 integration change.
Three weeks running in parallel
Both systems ran simultaneously with intake flowing into each. We reconciled daily until counts matched exactly for three consecutive weeks, then cut over on a Tuesday morning.
The outcome
Zero records lost, no downtime, and no interruption to intake. Median intake response time fell 87% once conflict-check triggers and consultation booking were automated. The firm has since consolidated its email and scheduling tools into the same account.
Migrating off Keap terrified us. Fourteen years of contact history. They ran both systems in parallel for three weeks and we cut over on a Tuesday with nobody noticing. That is exactly what you want from a migration.