Table Of Contents:
1) Find Your System-Specific Data Migration Guide
We migrate data from many different providers. Please click each link below to find your data migration guide for your legacy system, so you have a visual understanding of how our data migration process will work:
Important Note: Since you’re moving to an entirely new platform, your migrated data will be displayed differently in Gather and may take some time to get accustomed to.
2) Assess Your Migration Needs
When switching to Gather, assess the historical data you need to migrate, as well as your current agreement with your legacy system or provider. The guides (linked above) provide specific details about the data that can be migrated to Gather from your current provider. A few examples of information or data that can easily be migrated to Gather include:
Case Data and Vital Information
Custom Case Notes
Acquaintances or Helpers
Important Note: There is no universal data format used by all providers, and as a result, it is not currently possible to migrate existing accounts receivable from your previous system. Our team recommends that you collect, close out, or manually move your current Accounts Receivable to Gather, or generate a report from your legacy system to hold onto.
3) Establish a 'Go Live' Date With Gather
Coordinate with your team and your new account manager at Gather to establish a 'go live' date. Your 'go live' date establishes a date when:
Your team will stop entering new cases in your old system, and
Begin entering all new cases in Gather moving forward.
It is strongly recommended that you request the data export file from your legacy system or begin the data migration process AFTER your 'go live' date with Gather. This helps you minimize the gap or period of time during which recent case data may not be included in the data export file provided by your legacy system or provider.
Important Note: Gather does not provide additional data migrations free of charge, so please plan accordingly with your planned 'go live' date, and promptly complete your staff training sessions so you can begin using Gather fully.
4) Request a Data Export, or Provide Your Login
Once your staff completes their Gather trainings and all new cases are officially entered into Gather moving forward, you will be ready to request a data export from your legacy system or provider. Depending on your previous system, you'll either need to:
Request a full data export from your previous system's account manager, or
Provide a login to Gather's team.
We would recommend that you be mindful of your timing when notifying your legacy system or provider, taking into account your existing agreement and their cancellation policies. Once our team has received proper access to your historical case data, we can proceed with initiating the data migration process.
Important Note: Gather is not responsible for any additional data entered into your old system after your original data migration to Gather has taken place.
5) Be Patient, Data Migration Takes Time
Data migration requires your collaboration. If you commit to completing this
project, data migration can be completed within 2-4 business weeks once proper data or access has been provided to our team. The timeline is based upon several factors, including:
The complexity of the data migration
How many cases are being migrated
How quickly you provide the proper login credentials or data export
6) Review and Validate Your Mini Data Migration
Our team will generally conduct a mini-migration of approximately 15 cases. Once the mini migration is completed, you will be asked to review the mini data migration and validate the data being migrated from your old system to Gather. Once our data team has your approval, we’ll complete the rest of the migration and ask you to review it one last time.
Important Note: Historical case contracts, when possible, will be migrated in the form of a PDF contract file, which will be uploaded directly into each case's files (example linked here).
7) Complete Your Full Data Migration 🚀
As mentioned above, once you've approved the mini data migration, our team will complete the full data migration and notify your team's primary contact once the project is completed. And just like that, your data migration to Gather should be complete!
Important Note: If you actively write preneed with Homesteaders Life Company and would like to enable your Homesteaders integration in Gather, our team can also help migrate all of your historical Homesteaders preneed policies into Gather for you.
Need more help? Chat with our team anytime, or give us a call at (208) 908-0488.