FlowFix Team

Step‑by‑Step: Migrate Your Legacy CRM Data into FlowFix

Jun 6, 2025

Step‑by‑Step: Migrate Your Legacy CRM Data into FlowFix

Switching to FlowFix CRM from a legacy system (Excel sheets, Google Sheets, or another CRM) can be daunting—but with a structured migration plan, you’ll preserve data integrity and minimize downtime. This guide outlines each step: exporting your legacy data, mapping fields to FlowFix’s schema, preparing CSV templates, importing records, and validating results. By following these instructions, your FanFix agency will transition smoothly to FlowFix, unlocking advanced features without losing historical insights.

Step 1 – Audit and Export Legacy CRM Data

Before importing, gather and cleanse your existing data.

1.1 Identify Data Sources

- Sources may include:

1. Google Sheets/Excel: `fans.xlsx`, `creators.xlsx`, `transactions.csv`.

2. Old CRM Exports: CSV files from platforms like HubSpot or Zoho.

3. Manual Records: Word docs, printouts—enter critical data manually.

1.2 Define Required Fields in FlowFix

FlowFix’s core tables and essential fields:

Fans Table:

Field Name	Description
`fan_id`	Unique identifier for each fan
`first_name`	Fan's first name
`last_name`	Fan's last name
`email`	Email address
`phone_number`	Contact number
`subscription_status`	Current status (active, canceled, etc.)
`subscription_date`	Date the fan subscribed (YYYY-MM-DD)
`total_spent`	Total amount spent by the fan
`tags`	Comma-separated tags (e.g., Superfan)
`notes`	Internal notes or observations

Creators Table:

Field Name	Description
`creator_id`	Unique ID for each creator
`name`	Creator’s full name
`fanfix_username`	FanFix username
`email`	Email address
`service_tier`	Creator's current plan/tier
`join_date`	Date the creator joined (YYYY-MM-DD)
`tags`	Comma-separated tags (e.g., Premium, Trial)
`preferred_contact_method`	Email, phone, or other

Transactions Table:

Field Name	Description
`transaction_id`	Unique ID for each transaction
`fan_id`	Linked fan ID
`creator_id`	Linked creator ID
`transaction_type`	Type of transaction (subscription, PPV, tip)
`amount`	Transaction value (numeric only)
`transaction_date`	Date of transaction (YYYY-MM-DD)
`payment_method`	e.g., Credit Card, Apple Pay

`Campaigns Table (optional)

Field Name	Description
`campaign_id`	Unique ID for the campaign
`creator_id`	Creator associated with the campaign
`campaign_name`	Campaign title or name
`start_date`	Campaign start date (YYYY-MM-DD)
`end_date`	Campaign end date (YYYY-MM-DD)
`recipient_count`	Number of recipients targeted
`open_rate`	Email open rate (%)
`click_rate`	Link click rate (%)

List any additional custom fields (e.g., “Instagram Handle,” “TikTok Handle”) so you can create them in FlowFix before import.

1.3 Cleanse and Normalize Data

Remove Duplicates

- Excel/Google Sheets:

1. Use the “Remove Duplicates” feature on `email` column.

2. Manually verify if two rows share an email but different names—merge information accordingly.

Standardize Formats

- Dates: Convert all dates to ISO format (`YYYY-MM-DD`).

- Phone Numbers: Use a consistent format—e.g., `+1-555-123-4567`.

- Tags: Combine multiple tags in a single cell separated by commas (e.g., `Superfan,Engaged`).

Validate Email Addresses

- Use a tool like Mailgun’s Email Validation API to catch typos or invalid addresses. Correct before import to avoid bounce problems in FlowFix.

Export as CSV

- Once cleaned, export each sheet as a CSV file:

- `fans_cleaned.csv`

- `creators_cleaned.csv`

- `transactions_cleaned.csv`

Step 2 – Prepare FlowFix Import Templates

FlowFix provides sample CSV templates to match its database schema. Download and populate them carefully.

2.1 Download Templates from FlowFix

1. Navigate to “Settings” → “Data Import/Export.”

2. Click “Download CSV Templates.”

- `FlowFix_Fans_Template.csv`

- `FlowFix_Creators_Template.csv`

- `FlowFix_Transactions_Template.csv`

2.2 Map Legacy Fields to FlowFix Columns

Open `FlowFix_Fans_Template.csv`—you’ll see columns such as:

Legacy Column	FlowFix Column	Transformation Details
`Email Address`	`email`	Copy as-is
`Name`	`first_name`, `last_name`	Split full name by first space. If only one word, put in `first_name`, leave `last_name` blank
`Phone`	`phone_number`	Standardize format to `+CountryCode-XXX-XXX-XXXX`
`Status`	`subscription_status`	Map “Active” → `active`, “Canceled” → `canceled`
`Join Date`	`subscription_date`	Ensure ISO format (`YYYY-MM-DD`)
`Total Spent (USD)`	`total_spent`	Numeric only — remove currency symbols
`Tags`	`tags`	Comma-separated list — e.g., `Superfan,Engaged` (no extra spaces)
`Notes`	`notes`	Copy internal notes; limit to 500 characters

Repeat similar mapping for creators and transactions templates.

2.3 Populate Templates

1. Open `FlowFix_Fans_Template.csv` in Google Sheets or Excel.

2. Copy data from your cleaned file into the corresponding columns.

3. Validate Required Fields: FlowFix requires `email` and `subscription_status`—rows missing these will fail.

4. Save as UTF‑8 Encoded CSV: In Excel, choose “Save As” → CSV UTF‑8 (Comma delimited).

Repeat for creators and transactions.

Step 3 – Import Data into FlowFix

With templates prepared, you’re ready to import.

3.1 Upload Fans Data

1. Go to “Settings” → “Data Import/Export.”

2. Choose “Import Fans.”

3. Upload `FlowFix_Fans_Template.csv`.

4. Field Mapping Review: FlowFix should auto‑map columns—verify that `email`, `subscription_status`, and other crucial fields match.

5. Set Import Options:

- Duplicate Action: “Skip” or “Merge” (choose “Merge” if you want to update existing records).

- Send Welcome Emails? Disable this if you don’t want to send new subscriber emails en masse.

6. Run Import: Click “Import Now.”

3.2 Upload Creators Data

- Process:

1. Import Creators → Upload `FlowFix_Creators_Template.csv`.

2. Verify Field Mapping (`creator_id`, `name`, `fanfix_username`).

3. Duplicate Action: Choose “Merge” if updating existing records.

4. Import.

3.3 Upload Transactions Data

- Process:

1. Import Transactions → Upload `FlowFix_Transactions_Template.csv`.

2. Verify Mapping (`transaction_id`, `fan_id`, `creator_id`, `amount`).

3. Import.

3.4 Monitor Import Progress

- FlowFix provides real‑time progress updates:

- Success Count: Number of rows successfully imported.

- Error Count: Rows that failed validation—download the error CSV to correct issues (e.g., invalid email, missing required field).

- Warnings: Non‑critical issues (e.g., “Tag ‘Superfan’ does not exist—created automatically”).

Address any errors and re‑import failed rows if necessary.

Step 4 – Validate Imported Data

After import, ensure data integrity by sampling and running sanity checks.

4.1 Spot‑Check Records

1. Random Sample: Pick 10 fan records and confirm:

- Correct `email` and `subscription_status`.

- Tags appear as intended (e.g., “Superfan”).

- Subscription dates are accurate.

2. Transaction Totals: For a given creator, sum the `amount` in FlowFix and compare to your legacy CRM’s totals to confirm no rows were missed.

4.2 Run Built‑In Data Quality Reports

- Navigate to “Reports” → “Data Quality.”

- Check for:

- Orphaned Transactions: Transactions with `fan_id` or `creator_id` that don’t exist in `fans` or `creators` tables.

- Missing Required Fields: Fans with null `email` or creators with null `fanfix_username`.

- Duplicate Records: FlowFix flags any duplicate `email` or `fanfix_username`.

- Resolve any issues—edit directly in FlowFix or correct in CSV and reimport.

Step 5 – Train Your Team on New Data Structure

Migrating data is only half the battle—your team must know how to navigate FlowFix’s interface and reports.

5.1 Host a 1‑Hour Training Session

- Agenda:

1. Overview of FlowFix Tables (Fans, Creators, Transactions).

2. How to Search & Filter: “Find a Fan by Email,” “Filter Creators by Tag,” “View Recent Transactions.”

3. Creating Custom Reports: “Monthly Revenue Report,” “Top 10 Fans by Spend.”

4. Data Entry Best Practices: How to update a fan’s status, merge duplicates, or apply tags.

- Resources:

- Share a screen recording of training (host on Google Drive) for future reference.

- Distribute a PDF cheat‑sheet: “Common Queries in FlowFix” (e.g., “How to find fans who haven’t purchased in 60 days”).

5.2 Update SOPs and Documentation

- Add a “Data Migration” section to your existing SOPs:

- When to Update: If you switch to a new payment processor or add a new creator, ensure field mapping remains accurate.

- How to Reconcile: Steps to re‑run a partial import if only new data needs adding.

Step 6 – Maintain Data Integrity Post‑Migration

Once your legacy data is in FlowFix, establish routines to keep it accurate and up‑to‑date.

6.1 Schedule Automated Backups

- FlowFix can automatically export CSV backups nightly.

- Store backups securely in a cloud bucket (AWS S3, Google Cloud Storage) with encryption enabled.

6.2 Enforce Validation Rules

- Email Validation: New fans must confirm email via double opt‑in.

- Unique Constraints: FlowFix enforces unique `email` and `fanfix_username`—attempts to import duplicates will throw errors.

- Field Requirements: Make sure new custom fields (e.g., “TikTok Handle”) are marked optional unless strictly necessary.

6.3 Periodic Data Audits

- Quarterly Review: Run “Data Quality” reports—fix any orphan transactions or missing fields.

- Monthly Cleanse: Remove or archive fans with no activity in 12 months to reduce storage and focus on active audience.

Maintaining data hygiene prevents a repeat of legacy CRM issues.

Step 7 – Leverage Historical Data for Insights

Now that your legacy data lives in FlowFix, you can tap into its analytics to gain historical insights.

7.1 Build a Revenue Trend Report

1. Navigate to “Dashboards” → “New Dashboard.”

2. Add Widget: Line Chart—Monthly Revenue (Last 12 Months).

- Metric: `SUM(amount)` from `transactions`.

- Dimension: `transaction_date` (Group by month).

- Title: “Revenue Trend (Legacy + FlowFix Data).”

3. Add Widget: Table—Top 5 Historical Creators by Total Revenue.

- Columns: `creator_name`, `SUM(amount) as lifetime_revenue`.

- Sort By: `lifetime_revenue DESC`.

- Title: “Top 5 Creators (All Time).”

7.2 Create a Fan Lifetime Value (LTV) Report

- Metric: For each fan: `SUM(amount)` (total spend).

- Dimension: `fan_id`.

- Visualization: Histogram showing distribution of fan LTV.

- Use Case: Identify high‑LTV fans—tag them “VIP” and target with exclusive offers.

Conclusion

Migrating your legacy CRM data into FlowFix doesn’t have to be a painful process. By auditing and cleaning your existing data, mapping to FlowFix’s schema, and using the provided CSV templates, you can seamlessly transfer fans, creators, and transaction records. Post‑import, validate data integrity, train your team, and maintain ongoing data hygiene. Finally, leverage FlowFix’s analytics to uncover historical trends and make informed growth decisions.

Next Steps:

1. Schedule a Migration Week: Dedicate time for each step—export on Monday, prepare templates by Tuesday, import by Wednesday, validate on Thursday, and train on Friday.

2. Assign Roles: Designate a “Data Migration Lead” to own the process and a “QA Lead” to verify imports.

3. Set Up Ongoing Audits: Automate monthly “Data Quality” reports to catch issues early.

With this step‑by‑step guide, your FanFix agency will be fully transitioned to FlowFix CRM—ready to leverage advanced features and real‑time insights without losing a byte of historical data.

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