Migrate from CRM.io by 500apps to monday CRM

Scoping and urgency triage

We begin every CRM.io migration with an emergency scoping call given the 500apps wind-down timeline. We audit the CRM.io account for record counts across Contacts, Leads, Accounts, Deals, Activities, and Documents. We review the exported CSV field inventory from the UI, identify which objects have data, and assess the presence of Tags, custom stage names, and Owner assignments. We simultaneously review the customer's Monday.com account for existing board structure and CRM tier, or create a new Monday.com workspace if one does not yet exist. The scoping output is a written migration scope, a record count estimate, and a recommended board structure for Monday.com given the CRM.io schema.

CSV extraction and field-level review

We guide the customer through exporting every CRM.io object from the UI as separate CSV files. CRM.io does not offer a bulk export or API-based extraction, so the customer downloads each object type (Contacts, Leads, Accounts, Deals, Activities, Documents) individually. We review each CSV for field inventory, blank value frequency, relationship ID preservation, and tag encoding. We flag fields that will require transformation (dates reformatted, currency values stripped of symbols, phone numbers normalized) and identify which CRM.io fields have no Monday.com equivalent. This review step is critical because CRM.io's UI export may omit or rename columns compared to what appears on screen.

Relationship reconstruction and Owner lookup

We run relationship reconstruction across the exported CSVs using compound key matching. Account IDs in the CRM.io Deal export serve as the foreign key to connect Deals to Companies. Contact-Account associations use the company identifier field on the Contact record. Activity-to-Contact links use date and subject heuristics when the parent ID is missing from the export. We build an Owner lookup table from the customer-supplied mapping of CRM.io owner names to Monday.com Team Member emails. Any Owner without a Monday.com counterpart is flagged in a reconciliation report. We also expand comma-separated tag values into normalized rows for import into Monday.com Tags or Label fields.

Monday.com board configuration and custom field setup

We work with the customer to configure the Monday.com CRM boards before data import. The customer creates boards for Contacts, Companies, and Deals (or a unified CRM board depending on their preference). We provide a board configuration guide specifying which custom fields to create per board, which Groups map to CRM.io pipeline stages, and which relation fields connect Deals to Companies and Contacts to Companies. This configuration step is owned by the customer; we do not configure Monday.com boards on the customer's behalf, but we provide the specification and validate the field names before import begins.

Test migration and reconciliation

We run a test migration with a representative sample of 50-100 records from the customer's live CRM.io data, importing Contacts, Companies, Deals, and a subset of Activities into Monday.com. The customer reviews the output for field accuracy, relationship fidelity (Deals linked to the correct Companies, Contacts assigned to the correct Owners), and tag completeness. We run a row-count reconciliation comparing CRM.io source counts to Monday.com destination counts and resolve any gaps. This test phase typically runs in a separate Monday.com workspace to avoid contaminating production data. The customer signs off before production migration begins.

Production migration and cutover

We run production migration in dependency order: Company items first (since Deals reference them), then Contact items, then Deal items, then Activity Updates. Owner assignments resolve via the pre-built lookup table. We run a delta check after the initial load to catch any records modified in CRM.io during the migration window. We do not migrate binary document attachments through the Monday.com import interface; we either coordinate a bulk file transfer via secure shared storage or flag records where manual re-upload is needed. The customer freezes CRM.io writes during cutover, we run the final delta, and Monday.com becomes the system of record.

Workflow inventory delivery and post-migration support

We deliver a written inventory of every active CRM.io workflow with its trigger, conditions, actions, and recommended Monday.com Automation equivalent. The customer uses this document to rebuild automations in Monday.com Automations. We do not rebuild workflows as code. We support a one-week hypercare window after cutover where we resolve reconciliation issues raised by the customer's team. Document re-upload guidance is provided if the customer did not opt for bulk file transfer. We do not provide post-migration admin support, training, or ongoing Monday.com configuration as standard scope; these are separate engagements.