Case Study
Keap (Infusionsoft) Migration
Complex Automation Rebuilt and Improved in 10 Days
A coaching business with 7 years of Keap history thought their setup was too complex to migrate. We rebuilt 47 campaigns in 10 days and actually made them better.
The Challenge
This coaching business had been using Keap (formerly Infusionsoft) for 7 years. What started as a simple setup had grown into a sprawling ecosystem of 47 active campaigns with complex decision trees, tags, and automations.
The owner knew Keap was expensive and increasingly difficult to manage, but the thought of migrating seemed impossible. "We've built everything on this platform," she said. "Our entire business runs on these automations."
The Migration Obstacles:
- ✗47 active campaigns with complex decision trees
- ✗7 years of contact history and purchase records
- ✗Integrations with course platform and payment processor
- ✗Team of 4 who had only ever used Keap
- ✗Resistance to change from long-time employees
The complexity wasn't just technical—it was emotional. This system represented years of work, countless iterations, and hard-won knowledge. The team was terrified of losing everything they'd built.
The Solution
We didn't just migrate—we improved. Our approach treated this as an opportunity to audit, optimize, and rebuild their automation ecosystem from the ground up.
Campaign Audit First
Before rebuilding anything, we audited all 47 campaigns. We identified redundancies, inefficiencies, and opportunities for improvement.
History Migration
All contact and purchase history was carefully migrated, preserving the 7 years of data that powered their business decisions.
Improved Automations
Every workflow was rebuilt with improvements—not just replicated. Better logic, cleaner flows, more effective triggers.
Side-by-Side Training
Team training showed the old way vs. the new way, helping resistant team members see the improvements firsthand.
The 10-Day Migration Process:
Days 1-2: Complete audit of all 47 campaigns and decision trees
Days 3-4: Contact and purchase history migration with data validation
Days 5-7: Rebuild all campaigns with optimizations and improvements
Day 8: Integration setup with course platform and payment processor
Day 9: Team training with side-by-side comparison demos
Day 10: Full cutover, testing, and go-live
The Results
The migration exceeded expectations. Not only was everything successfully transferred, but the new system was cleaner, faster, and more effective than the original.
Every single campaign successfully rebuilt
5 redundant workflows eliminated during audit
Monthly software costs cut significantly
All 7 years of history intact and accessible
Full team comfortable with new system
Better logic, cleaner flows, faster execution
"I thought our Keap setup was too complex to migrate. They rebuilt 47 campaigns in 10 days and actually made them better. I wish we'd switched years ago."
Automation Improvements
During the audit, we identified several opportunities to improve their automation ecosystem—not just replicate it.
5 separate welcome sequences with overlapping content
1 dynamic welcome sequence with smart branching
Manual tagging for course completion stages
Automatic tagging based on course platform webhooks
12 different abandoned cart sequences
3 smart sequences with dynamic product content
Team manually checked for payment failures
Automated dunning sequence with escalation
No visibility into automation performance
Dashboard showing all campaign metrics in real-time
What We Delivered
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