Migrate from InStream to monday CRM

Discovery and InStream export

We audit the source InStream account to enumerate all Contact records, Company records, Deals, Lists, Tags, and any activity history available for export. We extract data through InStream's available export interfaces and enumerate all visible custom field definitions. We confirm the account plan tier and identify any contact count constraints. We document the full list of pipeline stage names and their order for the Monday.com Status column design. The discovery output is a written data inventory and a preliminary object mapping specification.

Monday.com board schema design

We design the destination Monday.com CRM board structure before any data loads. This includes creating the Contact Board, Company Board, and Deal Board with typed columns matching the InStream field inventory. We configure Status column values to match the InStream pipeline stage names in their original order. We define Link columns for cross-board relationships between Contacts, Companies, and Deals. We set up Tags for any InStream List segments mapped to tagging rather than Group-based grouping. The schema is validated in a Monday.com test workspace before production migration begins.

Data transformation and custom field mapping

We transform InStream records into Monday.com Item format, mapping each InStream field to the corresponding Monday.com column type. Social profile URLs populate Link columns. Pipeline stages populate Status column values. InStream Lists that map to Groups create Items within named Groups in the board; Lists that map to Tags apply Tags to Items. Any InStream custom field without a clear destination is flagged for the customer's review and resolved before the import phase begins. We apply data type conversions (date formats, phone number formatting, email validation) at this stage.

Monday.com API import with rate-limit management

We load records into Monday.com via the API using batch operations sized to stay under the account's complexity budget. We monitor complexity responses from the API and implement exponential backoff when approaching limits. Accounts are loaded in dependency order: Companies first (to establish the board), then Contacts (with Company linkage resolved), then Deals (with Contact and Company linkages resolved), then Tags and List-based groupings. Each batch emits a row-count confirmation before the next batch begins.

Activity history migration

InStream activity history (calls, emails, meetings, notes) is extracted and attached to the relevant Contact Items in Monday.com as Updates or as custom text columns holding the activity summary, timestamp, and direction. Rich-media attachments are extracted as file references and stored in Link or File columns. Because Monday.com CRM does not have a native activity timeline object, activity content is accessible via the Item's Updates log and provides a searchable record of the contact's engagement history post-migration.

Cutover, validation, and automation rebuild handoff

We freeze writes to InStream during cutover, run a final delta check for any records modified during the migration window, and confirm all Items are linked correctly across boards. We validate record counts against the discovery inventory and spot-check 20-30 records for field accuracy. We deliver a written document inventorying any InStream automations, workflows, or sequences that require manual rebuild in Monday.com Automations or third-party tools. We do not rebuild automations as code inside the migration scope; that work is handled by the customer's team or a Monday.com partner.