CRM Migration
In today’s digital business environment, a well-structured CRM system isn’t just a convenience — it’s a necessity. Turritopsis Consulting was engaged by a growing creator-led business to manage the complex migration of contacts, automations, and digital products from one CRM to another. This case study highlights the transition strategy, key milestones, and the streamlined results that empowered the client to confidently launch their new website and scale with ease.
Background
The client, a six-figure digital creator and business coach referred to here as "CreatorCo," had built a thriving audience and multiple revenue streams through online courses, digital downloads, and coaching programs. However, as the business grew, its backend systems became fragmented. CreatorCo was using Stan Store for sales and email collection, but the platform’s limitations made it difficult to manage contacts, segment audiences, and automate follow-ups effectively. With a new website ready to launch, CreatorCo needed a streamlined CRM solution and a smooth transition—without losing data or disrupting the customer experience.
Challenges
CreatorCo faced several key challenges:
Fragmented contact and customer data across platforms
Lack of consistent tagging and segmentation logic
Manual, inconsistent automation workflows
Limited visibility into audience behavior and engagement
Risk of data loss or errors during migration to the new CRM
Objectives
The primary objectives for Turritopsis Consulting were to:
Seamlessly migrate all contacts, tags, and automations to the new CRM
Rebuild and streamline opt-in forms and audience workflows
Ensure data accuracy, consistency, and integrity during the transition
Create a scalable CRM foundation for future growth and launches
Provide documentation and support for ongoing CRM maintenance
Strategies Employed
Assessment and Planning
Turritopsis Consulting began the engagement with a full audit of CreatorCo’s existing systems, including Stan Store, current automations, audience segments, and opt-in forms. This also included stakeholder interviews to understand business goals, launch timelines, and customer experience expectations. The objective was to identify gaps, inefficiencies, and potential risks before starting the migration.
Migration and Optimization
Based on the assessment, a structured CRM migration and optimization plan was developed. Key initiatives included:
Exporting, cleaning, and mapping all contact records and tag structures
Rebuilding opt-in forms and automated workflows in Captivation Hub
Creating logical, standardized naming conventions for segments and tags
Reconfiguring email automation sequences for better engagement and delivery
Performing detailed end-to-end testing to ensure a smooth user journey
Training and Support
To ensure the CreatorCo team was empowered post-migration, Turritopsis delivered targeted support tools:
A custom walkthrough video library for managing contacts and automations
A CRM quick-start guide and tagging reference sheet
1:1 training sessions to review system changes and answer questions
Optional add-on: ongoing support plan for future launches and campaign builds
Results and Outcomes
The partnership between Turritopsis Consulting and CreatorCo produced measurable, high-impact results:
Seamless Migration: All contacts, tags, opt-ins, and automations were successfully migrated with zero data loss or downtime.
Faster Launch Readiness: The new CRM setup enabled CreatorCo to launch their website on schedule, fully connected to lead capture and nurture sequences.
Improved Efficiency: Streamlined workflows reduced manual follow-up tasks, saving the client an estimated 10+ hours per week.
Stronger Segmentation: Clean tagging logic improved audience targeting for email campaigns, increasing open and click-through rates.
Confidence & Clarity: With organized systems and clear documentation, the CreatorCo team felt empowered to manage their CRM and scale future launches with ease.
