Migrate from Vocus to monday CRM

Discovery and export preparation

We audit the Vocus account for connected inboxes, Snippet count and categories, Followup sequence count and step content, Campaign definitions and reporting metrics, and the current plan tier (Basic/Starter/Professional/Growth). We simultaneously audit the Gmail account for contacts export availability and any email activity history accessible through the Gmail connector. This step identifies the manual export preparation required from the customer and flags any data that may be constrained by Vocus plan limits or the Gmail data retention window.

Board schema design for Monday.com CRM

We design the Monday.com CRM board structure based on the customer's sales process. This includes a Contacts board (with columns for name, email, phone, company, owner), an Accounts board (if the customer tracks organizations separately), a Deals pipeline board (with deal stages as status columns), and a Campaigns board (with columns for sent, opened, clicked, bounced, and campaign owner). We also design a Snippets board or Doc Column structure to preserve reusable text content. Schema is validated against Monday.com's column type limits and CRM tier features before migration begins.

Data extraction from Gmail and manual Vocus exports

We extract contacts from Gmail Contacts (Google Takeout or Contacts API). We extract Snippets from the Vocus UI via manual export or structured screenshot-based data entry if no bulk export is available. We extract Followup sequence content (step order, delay rules, message body) from the Vocus UI or from Gmail sent-mail archives if the sequence emails were sent through Vocus. We extract Campaign definitions and reporting metrics as CSV from Vocus. Each export is validated for row count and field completeness before transformation begins.

Data transformation and Monday.com import

We transform extracted data into Monday.com-compatible format: Snippets become Text or Doc Column entries on a Snippets board; Followup sequences become CRM Items on a dedicated board with custom columns for step content and delay logic; Campaigns become CRM Items on a Campaigns board with metric columns; Contacts from Gmail import into the Monday.com CRM Contacts board. Each import phase emits a row-count reconciliation report. Board-level automations (if any) are documented but not created in this step.

Activity and engagement reconstruction

We reconstruct email tracking events and any sent Followup emails as Activity or Timeline columns on the relevant Monday.com CRM Contact Items, using data from the Gmail sent-mail archive cross-validated against Vocus tracking exports. This preserves the outreach history against the correct contact record without relying on a non-existent Vocus API.

Cutover, validation, and automation handoff

We freeze Vocus writes during cutover, run a final delta migration of any records modified during the migration window, then enable Monday.com CRM as the system of record. We deliver a written inventory of every migrated Followup sequence and its recommended Monday.com Automation trigger configuration. We support a one-week hypercare window where we resolve any data quality issues. We do not rebuild automations in Monday.com; that work is handled by the customer's admin using the inventory document we deliver.