Migrate from Zixflow Marketing Automation to monday CRM

Discovery and scope definition

We audit the source Zixflow workspace across Collections count, contact volume, deal records, form definitions, message history scope, active Flow count, and custom property inventory. We pair this with a Monday.com CRM edition review (Basic at $9/seat, Standard at $12/seat, Pro at $19/seat) to determine the board limit and automation tier. The discovery output is a written migration scope document listing every object, its volume, and the mapping strategy, plus a recommendation on whether the customer's Collection count fits within the chosen Monday plan tier.

Destination schema design in Monday.com CRM

We design the Monday.com CRM structure to receive the Zixflow data. This includes creating CRM boards (one per Collection or a consolidated structure depending on Collection count), defining column types for standard fields and custom properties, configuring the Deals pipeline with appropriate stage columns, and setting up Account and Contact entities. We document every custom property that requires a type conversion from Zixflow to Monday and flag any property without a direct equivalent. Schema is validated in a Monday test workspace before production migration begins.

Sandbox test migration

We run a full migration into a Monday.com test workspace using a representative sample of the source data. The customer reconciles record counts, spot-checks 20-30 records across Contacts, Accounts, Deals, and message history against the Zixflow source, and approves the mapping before production migration begins. Any column type issues, Collection-to-board mapping corrections, or dedupe rule changes happen during this sandbox phase, not in production.

Data export and transformation from Zixflow

We export Zixflow data via API using request pacing to stay within the 200 POST/PATCH per second rate limit. Exports include Contacts with all standard and custom properties, Companies, Collections with membership lists, Deals, Form definitions and submission records, Inbox message history with timestamps, and WhatsApp subscriber opt-in data. We split large exports into batches and sequence them by dependency order (Contacts after Companies, Deals after Contacts and Companies). Flow names and step summaries export as a separate documentation file rather than transferable automation data.

Data load into Monday.com CRM

We load records into Monday.com CRM in dependency order: Accounts (from Zixflow Companies), Contacts (with AccountId lookup resolved), Deals (with AccountId and OwnerId resolved), Form submission items, and Activity items for message history. Large record sets use Monday's bulk import with chunking. We validate row counts after each phase against the Zixflow source record count and flag any discrepancy before proceeding. Custom properties from Zixflow populate into Monday columns with type conversion applied per the schema design document.

Cutover, delta sync, and Flow rebuild handoff

We freeze writes to Zixflow 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 the Flow inventory document (names, triggers, steps, conditions, and recommended Monday automation equivalents) to the customer's admin team. We support a one-week reconciliation window where we resolve any data discrepancies. Monday automations must be manually rebuilt by the customer's team using the inventory document; this rebuild is outside standard migration scope.