Migrate from eSalesTrack to monday CRM

Discovery and CSV export sequencing

We audit the eSalesTrack account to document all record types (Leads, Contacts, Accounts, Opportunities), custom fields, pipeline stages, and owner assignments. Because eSalesTrack uses CSV export, we sequence the export by entity and request the export in dependency order: Accounts first, then Contacts (with Account reference), then Deals (with Contact and Account references), then Activities. We validate record counts per entity and flag any missing relationships in the export files before proceeding to transform.

Data profiling and deduplication

We run a data profiling pass on the exported CSV files to identify duplicate records, incomplete fields, and inconsistent formatting. Duplicate Contacts (matched by email address) and duplicate Accounts (matched by domain or name) are flagged in a deduplication report. We apply merge rules agreed upon with the customer (typically retaining the most recently updated record or the record with the most populated fields) and remove duplicates before migration. Deduplication is essential for Monday.com because duplicate Items in a Board degrade the visual pipeline experience and complicate automation triggers.

Monday.com Board structure and column configuration

We configure the Monday.com CRM Boards before any data loads: a Contacts Board, a Companies Board, and a Deals Board. Within each Board, we create the column schema matching the eSalesTrack field inventory, selecting the appropriate Monday.com column types (text, email, phone, number, date, person, dropdown, status). We configure the Deals Board status column with stage values matching eSalesTrack pipeline stages and set up Connect columns linking Deals to Contacts and Contacts to Companies. Board configuration deploys via the Monday.com API before record import begins.

Owner resolution and User provisioning

We extract every distinct owner email from eSalesTrack Contact, Account, and Deal records and match against the Monday.com User list in the destination account. Owners without a matching Monday.com User go to a provisioning queue. The customer creates the missing Users (or inactivates the departed owner references) before production migration resumes. This step is a hard gate because Monday.com Items inherit board permissions through User assignment, and Items without an assigned User may fall outside the team's visibility scope.

Production migration in dependency order

We run production migration in record-dependency order: Companies Board first (Accounts), then Contacts Board (with Connect column linking to Companies), then Deals Board (with Connect columns linking to Contacts and Companies), then Activity history (Notes and Tasks as Updates on the relevant Items). Each phase emits a row-count reconciliation report against the source CSV totals. We apply exponential backoff on API calls to respect Monday.com rate limits and requeue failed Items for retry with a maximum of three attempts before flagging for manual review.

Cutover, validation, and Automation rebuild handoff

We freeze eSalesTrack access during cutover, run a final delta migration of any records modified during the migration window, then set Monday.com CRM as the system of record. We deliver a written inventory of every eSalesTrack workflow automation and email integration rule with a recommended Monday.com Automations equivalent. The customer's admin rebuilds automations post-migration. We support a 48-hour hypercare window for reconciliation issues and do not include automation rebuild, admin training, or post-migration support as standard scope.