An insurance CRM migration checklist that protects the relationship
Moving a book of business is more than uploading a spreadsheet. You are moving the context that tells an agent who someone is, what happened and what should happen next. A careful migration makes those relationships easier to work with.
Decide what the first working day must preserve
List the information an agent needs to make the next useful call: contact identity, permitted communication details, owner, relationship history, next action and relevant insurance records. Separate people, companies, opportunities and policies instead of flattening everything into one contact status.
Choose a small representative sample before exporting the entire book. Include an incomplete address, a person with multiple company relationships, a duplicate email, a household and a record with an open follow-up. Use synthetic or appropriately authorized data in test environments.
Keep a source export and a field map
Retain an unchanged export from the current system in an authorized location. Record its export time, filters and row count. Keep that copy separate from the spreadsheet you clean for import.
Write down how every source column maps to the destination, including fields that will be skipped. Check date formats, phone numbers, blank values and currency units. A premium stored in cents must not be read as dollars. Preserve leading zeros in identifiers when they are meaningful.
Agree how duplicate people are handled
Define the duplicate rule before importing. An identical name is usually insufficient: different people can share a name, and one person can have several spellings or email addresses. Avoid merging people merely because they belong to the same household or company.
Decide what happens when a source record matches an existing person. Will the import skip it, update specific fields or require review? Make that behavior visible in the preview. Repeating the same batch or retrying a partial failure should not create duplicate successful records.
Preview, import a sample and reconcile
Review mapped values in a preview, then import the representative sample. Inspect the resulting contact, relationships, tasks and any linked insurance records. Confirm that an ordinary agent can find and work with the imported information.
Reconcile the source count against imported, rejected and deliberately skipped rows. Review row-level errors and keep a correction file. Retry only the failed work or use a proven idempotent import; never blindly repeat a partially successful batch. Export the destination sample and compare it with the source.
Choose a cutover and a rollback condition
Name one migration owner and choose when the old system stops accepting ordinary edits. Explain how changes made during the cutover will be reconciled. Keep the prior system available according to the agreed retention and access plan until the migration is accepted.
Define what would cause you to pause or roll back: missing records, lost relationships, incorrect money, access failures or a core workflow an agent cannot complete. Acceptance is a working first day, not a green upload message.
Acceptance checklist
- Unchanged source export retained securely
- Source and destination fields mapped
- Duplicate and update rules agreed
- Representative sample accepted by an agent
- Counts, relationships and money reconciled
- Partial-failure retry and rollback tested
Lunaro is being built with contact import as part of the agency workflow. During pilot onboarding, import requirements and compatibility need to be reviewed before moving a real book. Joining early access does not guarantee compatibility with every source system.