Data migration from other vendors to HelpDesk
It may happen that you need to migrate your data to HelpDesk.
If you switch from another help desk software or you currently use email providers like Gmail, you can transfer your ticketing system data to HelpDesk. Thanks to our partnership with the Help Desk Migration service, your data migration is smooth and straightforward.
We’re here to assist you throughout this process, including providing information about any associated costs and possibly covering them. If you’re interested, please contact us through chat.
Below, you’ll find a step-by-step guide on how to migrate data by yourself using Help Desk Migration software.
What you can import to HelpDesk
- Tickets
- Contacts
- Agents
- Groups
- Replies
- Public and Private Notes
- Tags
* note that this list is generalized. The types of records you can migrate depend on the source platform.
Contact our team or start setting up your migration to see the exact list of migrated records.
Key preparations before you begin
Clean up your data
Note that in HelpDesk, you can create up to 100 agent profiles, groups, and tags. If you exceed this limit, the migration will stop. So, you might want to clean up your data in the source help desk before initiating the migration.
Check your API limits
Once you have your Demo ready, and you know the number of records, you might want to reach our team to increase your API limits. If you have a lot of records, this will help speed up your transition to HelpDesk software.
Choose a good time
Depending on the volume of data you’re migrating, this process can take anywhere from a few hours to a few days. You should choose a time when you get the fewest new tickets so that there is less data to re-key after the migration is complete.
Migrate your data to HelpDesk using API
Upon request, we provide documentation of a special endpoint to import requests.
Contact us at support@helpdesk.com if you’d like to migrate your data to HelpDesk using the API.
Migrate your data to HelpDesk using the Help Desk Migration service
How to migrate your data to HelpDesk
Step 1. Sign up for Help Desk Migration service
Use a valid email address and phone, so our partners update you on the migration process or reach out to you in case of any questions. Create a strong password and hit Sign Up.
Step 2. Choose the data source
Your migration begins with choosing the help desk from which you want to export data.
Click the select box and find your help desk on the list. Use the search bar to spot your help desk quickly.
Next, provide credentials our partner’s tool needs to migrate data. When you’re done, click Continue.
Step 3. Grant access to HelpDesk account
After connecting to the source help desk, you need to log in to your HelpDesk account. Click the select box and choose HelpDesk. Then, click Continue. You’ll be directed to the authorization page, where you need to log into your HelpDesk account as you usually do.
Once HelpDesk is connected, you’ll automatically skip over to the next step.
Step 4. Select the data you want to migrate
Once both platforms are connected, the Migration Wizard will ask you to choose the data you would like to migrate. You’ll see a full list of records that you can move using the tool from a specified help desk.
Check the box to choose a record. Check all the boxes and click the Map fields button next to Tickets.
Step 4.1. Match up ticket fields
You have the option to match up ticket fields in the source help desk with the fields in HelpDesk. Remember that HelpDesk does not allow custom-creating fields, so you’ll be able to match default ticket fields.
Go through all the fields to make sure that they match your needs, and click Save mapping. Move on to the Demo Migration.
Step 5. Test the migration tool
It makes sense to move a small amount of data before importing all records. That’s what Demo Migration is for. During this process, the tool will import 20 tickets with related information for you to see if everything works correctly.
It takes only a couple of minutes. And it’s 100% free! In case you’re finding it hard to check the result, contact support.
Step 6. Import all data to HelpDesk
If you’re happy with the migration tool and how it works, you can start your Full Data Migration. Complete the payment, go back to the Migration Wizard, and begin the migration.
You may close the tab once the import has begun. You’ll receive an update once the data is imported. Or you can log into your HDM account to check the progress.
Three things you should know about Full Data Migration
Do not merge or delete the data that appears in HelpDesk. Wait till the import finishes and then work with the tickets.
Before importing all data, our tool automatically removes tickets imported during the Demo. You don’t need to do this manually.
You must not change any credentials (emails, tokens, passwords, etc.) used to perform the migration. If you do, the migration will stop, and you’ll have to start it all over.
Once the import is over
Review the outcome of your data migration. Make sure that you can find all your data. If something seems off, don’t hesitate to contact our support team.
Note that five days after the Full Data Migration, the migration will be automatically archived to comply with the Help Desk Migration privacy policy.
Estimate the cost of your migration
Use this estimator to find out how much your data migration to HelpDesk might cost. The quote is approximate unless you know the exact number of records.
Frequently Asked Questions
How does Help Desk Migration charge for the migration?
They charge based on the total number of records in your source help desk. To be exact, they charge for every Agent, Group, Contact, Company, and Ticket.
How do I get an accurate quote?
To find out the exact price of your migration, you need to run a Free Demo Migration. It takes up to 5 minutes and allows estimating the exact amount of data you have.
Can Help Desk Migration help me with the migration?
Yes, the Help Desk Migration team would be happy to help you with this task. You can also contact us via live chat.