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How do I migrate my data from another CRM to agentOS?

We make switching to agentOS straightforward by accepting data exports from most CRM systems. You'll need to provide landlord details, property information, and complete tenancy and tenant data, with certificates and other information being helpful but optional.

Migrating to agentOS is a smooth process, and our onboarding team will guide you through every step. The key to a successful migration is gathering complete and accurate data from your current system.

Essential data required for migration:

Regardless of which CRM you're migrating from, we'll need:

  • Landlord details - Full contact information and preferences
  • Property information - Addresses, descriptions, and property structures
  • Tenancy data - Current and historical tenancies with start and end dates
  • Tenant information - All tenants (not just primary) plus guarantor details
  • Area or location details - Regional information and portfolio groupings

Additional helpful information:

  • Contractor details and trade information
  • Bank account information for landlords and tenants
  • Certificates and their expiry dates (gas safety, EPC, electrical, etc.)
  • Historical financial data and statements

The more complete your data, the better your agentOS experience will be from day one.

Migrating from Arthur OS

If you're currently using Arthur OS, here's what you need to know about extracting your data:

Step 1: Generate your initial backup

  1. Log in to your Arthur OS account
  2. Navigate to the Account section
  3. Look for "Backup My Data"
  4. Click to generate a zip file

Important: This backup provides a good starting point, but doesn't include everything we need. You'll need to gather additional information using the steps below.

Step 2: Understand property terminology differences

Arthur OS and agentOS use different terminology:

  • Arthur OS "Property ID" = agentOS "property block"
  • Arthur OS "Unit" = agentOS "property"

When preparing your data, use Unit IDs as the primary identifier. This is especially important if you manage HMOs (Houses in Multiple Occupation).

Step 3: Export tenancy dates

The Arthur OS backup doesn't include tenancy start and end dates. You'll need to provide a tenancy report containing:

  • Unit ID
  • Tenancy Reference
  • Tenancy Start Date
  • Tenancy End Date/Fixed Date

We can only process reports that include both Unit ID and Tenancy Reference as these act as unique identifiers.

Step 4: Export complete tenant and guarantor data

The standard backup only includes primary tenant information. To get all tenants and guarantors, create a custom report in Arthur OS:

  1. Go to Reports → Tenants → Custom Report
  2. Add these columns:
    • Arthur ID
    • Email
    • First name
    • Last name
    • Mobile
    • Phone home
    • Phone mobile
    • Phone work
    • Tenancy Reference
    • Guarantor Name
    • Guarantor Address 1
    • Guarantor Address 2
    • Guarantor City
    • Guarantor County
    • Guarantor Post Code
    • Guarantor Email
    • Guarantor Mobile
    • Guarantor Phone Home
    • Guarantor Phone Work

Note: The "Guarantor Name" field may only show the guarantor's first name, but this still provides valuable information for migration.

Step 5: Export certificate information

Certificate expiry dates aren't included in the Arthur OS backup. Please compile a list containing:

  • Certificate type
  • Property or unit reference
  • Certificate expiry date
  • Additional relevant details (certificate number, issuing body, etc.)

If you need help creating custom reports in Arthur OS, contact Arthur's support team.

Migrating from other CRM systems

If you're migrating from a different property management system, the process is similar:

  1. Export your data - Most CRMs have a data export or backup function. Export in CSV or Excel format where possible.
  2. Check what's included - Review your export to ensure it contains all the essential data listed above. Common gaps include:
    • Tenancy start/end dates
    • Additional tenant information
    • Certificate expiry dates
    • Guarantor details
  3. Fill in the gaps - Create supplementary reports or spreadsheets for any missing information.
  4. Organise your data - Use consistent identifiers (like property references or tenancy numbers) across all your exports so we can match everything correctly.

Getting help with your migration

Our onboarding team is here to help make your transition to agentOS as smooth as possible. We understand that every CRM system is different, and we're experienced in handling data from a wide variety of sources.

Before you start:

  • Contact us at onboarding@agentos.com to discuss your specific migration needs
  • We can provide guidance on what data to extract from your current system
  • We'll create a tailored migration plan for your portfolio

During migration:

  • Take your time to ensure all information is correct and up-to-date
  • Don't worry if you can't get everything in one go - we can work with you to add missing data
  • We're available to answer questions throughout the process

The quality of your migration depends on the completeness of your data, so it's worth investing time to get it right. If you have any questions about the data migration process or need assistance, please contact onboarding@agentos.com.