Key Takeaways
What you need to know before reading further
- 45 total checklist items across 3 phases—nothing gets missed
- 4-8 week typical timeline—scalable based on complexity
- SEC/FINRA compliant—built for financial services requirements
- Zero data loss methodology—5+ validation checkpoints
- Works for any source CRM—Junxure, Redtail, Wealthbox, or custom
Table of Contents
1. Introduction & Who This Guide Is For
CRM migration is one of the most critical—and risky—projects a financial services firm will undertake. Whether you're moving from Junxure to Salesforce Financial Services Cloud, Redtail to HubSpot, or Wealthbox to a new platform, the stakes are high. Client relationships, compliance records, and years of institutional knowledge are on the line.
This checklist is the result of 100+ successful migrations completed by Vantage Point for wealth management firms, RIAs, banks, credit unions, and insurance agencies. We've distilled what works into 45 actionable items organized across three phases.
This Guide Is For You If:
- You're a wealth management firm outgrowing Junxure, Redtail, or Wealthbox
- You're a bank or credit union modernizing from legacy core systems
- You're an insurance agency consolidating multiple CRMs
- You're evaluating Salesforce Financial Services Cloud or HubSpot as your new platform
- You need to maintain SEC, FINRA, or state regulatory compliance throughout migration
Estimated Timeline
4-8 Weeks
Depending on complexity
Total Checklist Items
45 Steps
Across 3 phases
Validation Cycles
5+ Checkpoints
For zero data loss
2. Pre-Migration Checklist
15 critical items to complete before touching data
Identify key stakeholders and decision-makers
CriticalDefine success criteria and KPIs
CriticalConduct complete data audit of source system
CriticalDocument all custom fields, objects, and relationships
CriticalAssess data quality and identify cleansing needs
CriticalDetermine data retention and archiving policies
CriticalReview regulatory compliance requirements (SEC, FINRA)
CriticalEstablish migration budget and timeline
CriticalAllocate internal resources and responsibilities
Evaluate and select migration tools/partners
Create comprehensive backup of source data
CriticalDevelop rollback and disaster recovery plan
CriticalPlan user communication and change management
Schedule user training sessions
Finalize contracts and SLAs with vendors
Pro Tip: Don't Skip the Data Audit
The #1 cause of migration delays is discovering data quality issues mid-migration. Invest 3-5 days upfront in a thorough data audit. Use our Data Quality Scorecard to assess your current state.
3. During-Migration Checklist
20 steps for flawless execution
Set up target environment (sandbox/production)
CriticalConfigure security roles and permissions
CriticalExtract data from source system
CriticalPerform data cleansing and normalization
CriticalExecute duplicate detection and merge
CriticalCreate field mapping documentation
CriticalConfigure transformation rules
CriticalRun test migration cycle #1
CriticalValidate data accuracy (10% sample)
CriticalRun test migration cycle #2 with corrections
CriticalComplete full validation testing (100%)
CriticalPerform user acceptance testing (UAT)
CriticalTest all integrations with external systems
CriticalVerify security and access controls
CriticalTest performance under expected load
Migrate workflows and automation rules
CriticalMigrate documents and attachments
CriticalConfigure audit trail and logging
CriticalComplete pre-cutover checklist
CriticalExecute production migration
CriticalPro Tip: Run Multiple Test Cycles
Never run just one test migration. Plan for 2-3 complete cycles with corrections between each. This iterative approach catches 95%+ of issues before production cutover. Budget 2 weeks for testing.
4. Post-Migration Checklist
10 validation steps to confirm success
Verify record counts match source system
CriticalRun data integrity validation scripts
CriticalValidate all relationship/lookup fields
CriticalTest workflows and automation in production
CriticalVerify all integrations are functioning
CriticalObtain user acceptance signoff
CriticalMonitor system performance metrics
Track user adoption metrics
Document optimization opportunities
Archive migration documentation
Pro Tip: Plan for Hypercare
The first 2 weeks post-migration are critical. Schedule dedicated support resources for hypercare, create a "quick wins" list to build user confidence, and track adoption daily. Issues caught early are 5x cheaper to fix.
5. Migration Risks & Mitigation
Common risks and how to address them
| Risk | Likelihood | Impact | Mitigation Strategy |
|---|---|---|---|
| Data Loss | Medium | Critical | Multiple backups, validation checkpoints at each phase, rollback procedures |
| Data Quality Issues | High | High | Pre-migration data cleansing, duplicate resolution, quality scoring |
| Timeline Overrun | High | Medium | Buffer time in schedule, clear scope definition, change control process |
| User Adoption Failure | Medium | High | Early user involvement, comprehensive training, super-user network |
| Integration Failures | Medium | High | Integration testing in sandbox, API documentation, monitoring |
| Compliance Violations | Low | Critical | Compliance review at each phase, audit trail preservation, legal review |
| Budget Overrun | Medium | Medium | Detailed scoping, contingency budget (15-20%), vendor fixed pricing |
| Scope Creep | High | Medium | Clear requirements documentation, change control board, phased approach |
6. Roles & Responsibilities
Key team members and their commitments
| Role | Responsibilities | Time Commitment |
|---|---|---|
| Executive Sponsor | Strategic decisions, budget approval, organizational alignment, executive communication | 2-4 hrs/week |
| Project Manager | Timeline management, risk mitigation, stakeholder coordination, status reporting | 20-40 hrs/week |
| Technical Lead | Architecture decisions, data mapping, integration design, technical validation | 20-30 hrs/week |
| Data Steward | Data quality validation, business rules, mapping approval, UAT coordination | 15-25 hrs/week |
| Compliance Officer | Regulatory compliance review, audit trail verification, documentation approval | 4-8 hrs/week |
| Training Lead | Training material development, user training delivery, documentation creation | 10-20 hrs/week |
| Super Users | User acceptance testing, feedback collection, peer support, adoption champion | 8-12 hrs/week |
7. Frequently Asked Questions
10 most common CRM migration questions answered
How long does a typical CRM migration take?
Most CRM migrations take 4-8 weeks depending on data volume and complexity. Simple migrations with clean data and standard objects can be completed in 4-5 weeks. Complex migrations with custom objects, large attachment volumes, multiple source systems, or extensive data cleansing requirements typically require 6-8 weeks. Enterprise migrations with regulatory compliance needs may take 8-12 weeks.
What is the most common cause of CRM migration failures?
The most common cause is insufficient data quality assessment and cleansing before migration. Other common causes include inadequate user training, poor change management, unrealistic timelines, missing data mapping documentation, and lack of stakeholder alignment. Using a comprehensive checklist like this one significantly reduces failure risk.
How do you ensure zero data loss during migration?
Zero data loss is ensured through multiple validation checkpoints: complete data backup before migration, record count verification at each stage, field-level data integrity checks, relationship validation (parent-child, lookups), duplicate detection and resolution, and comprehensive user acceptance testing. Our methodology includes 5+ validation cycles before production cutover.
Can we migrate from Junxure to Salesforce Financial Services Cloud?
Yes, Junxure to Salesforce FSC is one of the most common migration paths for wealth management firms. Our checklist specifically addresses Junxure migration including client records, household relationships, activity history, notes, documents, and Junxure-specific fields. We map these to FSC's native household and relationship models. See our Data Migration Sources directory for more details.
What data should be migrated vs. archived?
As a general rule, migrate: active clients and prospects (last 3 years of activity), open opportunities, pending tasks, current workflows, and compliance-required records. Archive: inactive clients (no activity 3+ years), closed-lost opportunities older than 2 years, and completed tasks older than 1 year. Always verify retention requirements with your compliance team.
How do you handle duplicate records during migration?
Duplicate handling follows a 4-step process: 1) Identify duplicates using matching rules (email, phone, name + address), 2) Score duplicates by data completeness and recency, 3) Merge duplicates preserving the most complete/recent data, 4) Validate merged records with business users. This typically reduces record counts by 15-30% while improving data quality.
Is this checklist applicable to HubSpot migrations?
Yes, this checklist applies to both Salesforce and HubSpot migrations. The core methodology—planning, mapping, testing, cutover, validation—is platform-agnostic. HubSpot-specific considerations include property mapping, workflow recreation, form migrations, and integration with Marketing Hub, Sales Hub, and Service Hub. See our HubSpot services page for platform-specific guidance.
What compliance considerations apply to financial services migrations?
Financial services migrations must address: SEC Rule 17a-4 (record retention), FINRA 3110 (supervision), FINRA 4511 (books and records), state insurance regulations, and privacy laws. Our checklist includes specific compliance checkpoints for audit trail preservation, electronic record integrity, and required documentation for regulatory examination.
How do you minimize disruption to users during migration?
Disruption is minimized through: comprehensive user training before go-live, parallel system operation during transition, weekend cutover windows, hypercare support period (typically 2 weeks), quick-reference guides for common tasks, dedicated support channel, and gradual rollout by team/department if appropriate.
What ROI can we expect from CRM migration?
Typical ROI metrics include: 30-50% reduction in data entry time, 40-60% improvement in data quality, 25-35% increase in user adoption, 20-30% faster report generation, and 15-25% improvement in client response times. Most organizations achieve full ROI within 12-18 months. Use our ROI Calculator for a customized estimate.
8. Next Steps & Resources
Migration Estimator Tool
Get instant estimates for timeline, complexity, and budget based on your specific situation.
Data Migration Sources Directory
Explore detailed guides for migrating from Junxure, Redtail, Wealthbox, and 15+ other platforms.