Key takeaways
  • Export before you cancel. Access usually ends with the subscription, and historical records are the part you cannot recreate.
  • Rebuild the processes you actually run, not everything you accumulated. Most libraries contain templates nobody has used in a year.
  • Run both systems on different processes, never the same one, or you will get half a record in each.
The step people skip
Export the history, not just the templates

Templates are easy to rebuild and often worth rebuilding. Two years of completed runs, with answers, photos and timestamps, cannot be recreated at any price, and access typically stops the day the subscription does.

Before you give notice

  • Export completed runs with answers, photos, timestamps and the person who completed each one.
  • Check the export format opens without the vendor's software. A proprietary archive is not a record.
  • Note your retention obligation, and confirm the export covers that whole period rather than the last ninety days.
  • Screenshot or export the templates themselves, including any conditional logic, which usually does not survive an export.

Decide what to rebuild

List every template and mark the ones actually run in the last six months. In most libraries that is a minority. Rebuild those, archive the rest, and treat the migration as the cleanup you were never going to schedule otherwise.

Sequence the switch

  • Move one process first, ideally the highest-volume one, so you learn fast.
  • Run the old system for the remaining processes, not for the same one in parallel. Duplicate running produces two half-records.
  • Move the rest in a fixed window, then set a hard cut-off date and honour it.
  • Keep the old export accessible for your retention period, independent of the old vendor.

Tell the team once, clearly

For frontline staff the change should be small: the check arrives in a different message. If your new system needs no app and no login, that is the entire briefing. If it does, plan the training the old system never needed.

Landing on RakuOps

Templates can be rebuilt quickly or generated from a description, and the first check can be sent to real staff on day one because they do not need accounts. Free covers 5 people who log in with every feature included, so the migration can be tested before it is paid for.