How to Migrate Your Property Database to a New CRM Without Losing Data

What scares agencies about switching to a new CRM isn't the new software — it's the database. Years of work: thousands of properties, photos, clients with their requirements, history. Losing it is not an option, and stopping work for a week even less so. Here's how to prepare and run the migration so your team barely notices the switch.

What exactly to migrate

Make a list before you start — that way nothing gets lost:

• properties with all their details, notes, photos and the archive (you'll need the archive for analytics and repeat sales);
• clients together with their requirements — what they're looking for, their budget and preferred district;
• leads — enquiries still being worked on;
• new developments (residential complexes) and the properties linked to them;
• users and their permissions — who can see and edit which properties;
• internal lists: the blacklist and intermediaries.

Step 1. Tidy up your old database

A migration is a great opportunity to get rid of clutter. One or two weeks before the move:

1. archive properties that have long been irrelevant;
2. clean up obvious duplicates;
3. check that each agent is assigned exactly the right properties;
4. mark former employees as inactive — their properties can be reassigned to others.

Step 2. Choose how to migrate

From your previous CRM. The most complete option: properties with photos and archive, clients with requirements, leads, new developments, and users with their permissions are all transferred. In Relto, this migration is launched right from the CRM and runs in the background with a progress indicator — how long it takes depends on the size of your database and the number of photos.

From Excel. If your database lived in spreadsheets, you can import properties and clients yourself: you specify what each column means, and photos are pulled in from their links.

If your system is non-standard or your data is spread across several sources, get in touch. We'll assess the volume and suggest the fastest route.

Step 3. Do a test migration

Don't make the final move on the first attempt. Do a test run and spot-check:

• 10–20 properties across different categories: details, prices, notes, photos;
• a few clients with requirements — are the budget and preferences in place;
• the permissions of two or three agents — does each of them see exactly what they saw before.

Step 4. Run in parallel, then do the final migration

While the team gets used to the new system, the old one keeps running. It's important that re-running the migration doesn't create duplicates: it should update what's already been transferred and add only what's new. That way you run the final migration on switchover day — and every change from the last few days ends up in the new CRM.

Step 5. Your first week in the new CRM

• run a short training session: where to find properties, clients and tasks, and how matching works;
• invite agents via a link — each one fills in their own profile, and the administrator confirms their access and permissions;
• turn on Telegram notifications so new leads and requirement matches don't slip through the cracks;
• appoint a go-to person the team can turn to with questions in the first few days.

What to avoid

• migrating everything "as is", junk and duplicates included;
• moving during peak season without a test run;
• switching off the old system before you've checked the result;
• forgetting about access permissions — you'll end up setting them up in a rush.

The bottom line

A well-planned migration doesn't take long and doesn't stop your work: the database is prepared in advance, the test run reveals any issues, and the final run carries over the latest changes without duplicates. In Relto, every agency has its own isolated database, and we help with the migration — drop us a line and let's discuss your case.