Database Migration

Additional Data Import Options available at an extra cost could include:

Invoices or Payments    

• Ability to import open invoices, as well as invoices and payment history. The standard BDI does not include financial information.
• Use case: Association has 320 open invoices at the time of implementation and would like the ability for their members to pay via GrowthZone.  Note: Not intended to bring in years of historical transactions. This import will NOT create accounting transaction records.
• Example: Importing Open Invoices
• When the original invoice was created, the necessary accounting entries were made in the accounting software. Since this tracking has already occurred, importing these open invoices into GrowthZone will not generate this accounting transaction. However, when a payment is received in GrowthZone, the transaction will be recorded, debiting the deposit account and crediting accounts receivable.

Standard Membership 

• Ability to assign multiple membership types to a single contact record. The standard BDI only accommodates one membership per contact.
• Use case: An association that has multiple membership types per member (i.e. Chapter Membership and a State Membership).

Detailed Membership  

• Ability to assign not only multiple membership types to a single contact record, but this supplemental includes the ability to set membership billing frequency. The standard membership supplemental does not accommodate the membership billing frequency.
• Use case: Similar to the standard but allows for members to have different billing durations or frequency’s for the same membership type. (i.e. member A pays annually; member B pays monthly)

Lists and Committees   

• Ability to account for Start and end date, as well as role assignments. The List/Committee import within the product does not account for this additional criteria.
• Use case: Association would like to import contacts into a list including their role within the list/committee.

Additional Addresses

• Ability to add additional addresses on a per contact bases. The standard BDI only accommodates one individual address and two organization addresses per contact.
• Use case: Association would like to import additional addresses or assign usage for specific contacts.

Additional Phones

• Ability to add additional phone numbers on a per contact bases. The standard BDI only accommodates work, home, cell and fax per individual and main, other, tollfree and fax per organization contact.
• Use case: Association would like to import additional phone numbers or assign usage for specific contacts.

 Additional Emails

• Ability to add additional email addresses on a per contact bases. The standard BDI only accommodates work, personal and other per individual and work, personal and other per organization per contact.
• Use case: Association would like to import additional email addresses or assign usage for specific contacts.

Store    

• Ability to import large number of store products vs manually adding one by one.
• Use case: Association has many store products they need created within their database.

Fundraising       

• Ability to import historical donation activity.
• Use case: An association may be transitioning to GrowthZone mid-year and want to track a full year worth of donations.

Historical Certifications

• Ability to import completed certification/component details.
• Use case: The association receives a list of members who completed a course (outside of GrowthZone) and need to show the certification/ component completion within their database/member portal.

Events 

• Ability to import basic event details in mass. This includes Event Name, Description, Start Date and time, End Date and time, Contact Description, Contact Email Address, Contact Phone, Address 1, Address 2, City, State, Postal Code, Website
• Use case: An association has many events already created and would like to mass import the main details for the events, this does require additional setup for each event loaded. i.e. registration types, images, registration details, discounts, etc.

Chapters             

• Ability to assign chapters in mass. The standard BDI does not include chapter assignments.
• Use case: National association may need to know which local board each member is with. The local association would be setup as the chapter and then assigned to the member through this import.

Contacts             

• Ability to add new contacts or add new details for existing contacts: Phone, Email, Website, Social, Addresses, Categories, Custom Fields, Tags, etc.
• Notes: This is only a post-production option, using BDI Templates. The Contacts Import Tool works similar, however it does not bring in Organization details
• Use case: Association may have additional organizations or individuals they would like to add at a later date

Documents and Files    

• Ability to import documents/logos/files onto a contacts record or into the resources module.
• Use case: Association has extensive library of member facing resources and would like them imported in mass vs one by one.
• Note: A discussion with GrowthZone’s migrations team and the customer is required to ensure GrowthZone is able to import the documents.  As there are multiple ways GrowthZone can receive the data:
  • Actual physical data files
  • URL (has to be public) - i.e. database backup, website backup, excel file with list of URLs etc.
  • Fields available if loading into Resources: title, description, file, URL, publish start date, publish end date, categories, and folders.

Specialized Vendor Migration

Specialized Vendor Migrations are intended for organizations that choose to extend their onboarding timeline in order to migrate data from an existing AMS directly into GrowthZone, rather than retaining prior-system reference data in the GrowthZone Cloud.

This option leverages GrowthZone’s experience with known AMS platforms and industry-specific data sources to migrate existing system data into GrowthZone. Migrated data is first delivered into a Staging database, allowing review and validation prior to the final migration to Production.

Key Considerations for Success

A successful vendor migration depends heavily on clearly defining Membership Types, Levels, Billing structures, and Rules. Membership data is not structured consistently across AMS platforms—some systems rely on billing codes, member types, or alternative models that do not directly align with GrowthZone.

GrowthZone’s guided migration process helps translate these structures into GrowthZone’s data model. Standard business rules are applied to map and migrate data based on the originating data source.

Data Review Process

Data is reviewed across multiple Staging databases prior to the final Production migration. Between each stage, collaboration with an Onboarding Coach ensures data accuracy and validation of key GrowthZone configurations.

GrowthZone follows a general “Rule of 200” guideline when determining whether data updates are best handled manually or through system-level updates by the GrowthZone team.

Staging Phases May Include:

• Preview based on initial consultation and predefined options

• Data consultation with a data specialist (as needed)

• Sequential staging reviews (Stage 1 through Stage 5)

The goal of the staging process is to reach a final, validated data state prior to scheduling the Production migration.

Supported Data Sources

GrowthZone has experience migrating data from a variety of AMS and industry-specific platforms, including:

AMS & CRM Platforms

• CC Assist

• Microsoft Dynamics 365

• GoldMine

• Membee

• NetForum

• Salesforce

• WebLink

• YourMembership

REALTOR®-Specific MLS Platforms

• CoreLogic / Matrix

• FlexMLS

• StellarMLS

• Black Knight / Paragon

REALTOR®-Specific Lockbox Systems

• Supra

• SentriLock

Data Included in Specialized Vendor Migrations

The following data areas are typically included in a vendor migration, based on the source system and selected migration scope:

• Organization contacts

• Individual contacts

• Membership data

• Communications

• Lists and committees

• Directory listings

• Logos, images, and documents

• Custom fields

• Billing data

• Events

• Sponsors (if applicable)

Data Not Included

The following data is not migrated as part of Specialized Vendor Migrations:

• Sensitive Personally Identifiable Information (PII), including but not limited to TINs, SSNs, or partial SSNs

• Sales opportunities

• Projects or tasks

• Activity logs

Data Requirements

Two sets of data are required for the migration process:

1. An initial data set for use during the staging review process

2. A final data set for use in the Production migration

Note: Some AMS vendors may charge separately for database backups or data access.

Data Details by Area

Organization & Individual Contacts

• Name, contact information, custom fields, related contacts, contact status, and categories

• All contacts are migrated regardless of status; status may be assigned based on defined membership rules

• Related transactional data (events, committees, invoices, payments, etc.) is migrated only for contacts included in GrowthZone

Memberships

• Membership type name and description

• Fees, start date, renewal month, billing frequency and billing contacts

• Active memberships are migrated; dropped memberships are excluded

• A membership mapping is required to ensure accuracy

Communications

• To/from, date, subject, body/notes and category

• Typically includes the current year plus up to four prior years

Lists & Committees

• Name and roster

• Current and historical data included based on source system capabilities

Directory Listings

• Category, description, and keywords

• Standard active member directories are created by default

Logos, Images & Documents

• Contact-specific files may be included based on matching criteria and storage considerations

Custom Fields

• Migrated based on source system documentation

• Some custom fields may be converted to categories or lists

Billing

• Invoices, payments, credits, write-offs, and refunds

• General ledger transactions are not migrated

• Ownership or assignment of original accounting transactions is not modified

• Unapplied payments are migrated as overpayments (credit balances)

Events

• Name, dates, description, location, fees, categories, sponsors, and attendees

• Limiting event data to the most recent five years is recommended

Sponsors

• Migrated when the Sponsors module is included

Staging Review

The initial migration is delivered into a Staging environment, allowing validation while normal operations continue. GrowthZone provides a walkthrough of the Staging database along with a checklist of recommended validation items, including:

• Business processes

• Reporting

• Key operational workflows

Additional validation outside this checklist is encouraged to ensure all critical areas are reviewed.

Final Data Migration

Once staging reviews are complete and migration rules are finalized, the Final Migration to Production is scheduled with advance notice. A final data pull from the original source system is required at that time.

Requests for updates or changes after the Production migration may require additional coordination and fees.