Migrate from another tool

Switching feedback tools is disruptive. Users have bookmarks, you have historical data, and there's always a risk of losing momentum during the transition. This lesson gives you a step-by-step playbook to migrate cleanly.

Before you migrate

Set up your Quackback workspace completely before importing anything.

• Boards are created and named
• Statuses are configured (defaults are usually fine)
• Tags are ready
• Branding is applied (logo, colors)
• Authentication is configured
• At least one team member has admin access

Don't import into a half-configured workspace. You'll end up reconfiguring things after import and creating a mess. Get the foundation right first - review Structure your workspace if you haven't already.

Export from your old tool

Every tool exports differently, but most can export posts as CSV. Quackback imports one CSV template, so the work is mapping your export's columns onto it.

From another feedback tool

1. Export your posts from the old tool as CSV.
2. In Admin → Settings → Imports & exports, click Download template.
3. Map your export's columns onto the template:

Statuses, boards, and tags that don't exist yet are created on import, and a filled source_id lets you re-run the import without duplicates. To bring over comments, votes, and internal notes as well, use the command-line importer in the Quackback repository (scripts/import). See Import and export your workspace.

From a spreadsheet

If you've been tracking feedback in a spreadsheet, Google Form, or Airtable, you'll need to clean it up first:

1. Add standard headers. At minimum: title, content, status, vote_count, created_at.
2. Clean dates. Convert all dates to ISO 8601 format (2026-01-15T00:00:00Z).
3. Normalize statuses. Map your custom statuses to Quackback status slugs (open, under_review, planned, in_progress, complete, closed).
4. Remove empty rows and duplicates. Clean before import, not after.

Export as CSV.

Clean your data first

Regardless of where you're migrating from, clean your data before importing:

Remove spam and junk. Don't import test posts, spam, or garbage data. Start clean.

Merge duplicates in the old tool. It's easier to merge duplicates in a tool you already know than to merge them after import. Identify the obvious duplicates and consolidate them before export.

Normalize status names. Make sure your exported statuses map to valid Quackback status slugs. If your old tool had "In Review" and Quackback uses "Under Review," decide on the mapping before import.

Decide what to archive. Not everything needs to come over. Posts that are years old, have zero votes, and are clearly outdated? Leave them behind. Import the feedback that's still relevant.

Import process

Import board-by-board, starting with your most important board.

1. Prepare your CSV with the correct field mappings.
2. Import into Quackback. Use Imports & exports for a preview of every row before you commit.
3. Verify the import:
   • Check that post count matches your export (minus any you intentionally excluded).
   • Spot-check 5-10 posts: are titles, content, and statuses correct?
   • Verify vote counts on your highest-voted posts.
   • Confirm tags were created and applied correctly.
4. Repeat for each board.

If something looks wrong, it's usually a field mapping issue. Check your CSV headers and try again with a small sample.

Communicate the switch

Don't surprise your users. Tell them what's changing, why, and what they need to do.

First announcement (1-2 weeks before):

We're moving our feedback portal to a new platform. All your existing posts and votes are being migrated. We'll share the new link soon. No action needed from you yet.

Second announcement (day of switch):

Our new feedback portal is live at [new URL]. All your existing posts and votes have been moved over. Here's what's new: [1-2 key improvements]. Submit your next idea at [link].

Where to announce:

• Email to active contributors (they care the most)
• In-app notification
• A banner or note on the old tool pointing to the new one

Redirect URLs

If possible, redirect old feedback URLs to Quackback. Users with bookmarks, saved links in Slack, or referenced URLs in support tickets should land somewhere useful.

If you can configure redirects on the old tool's domain: Set up 301 redirects from old post URLs to the corresponding Quackback posts, or at minimum to your Quackback portal homepage.

If you can't redirect: Add a notice on the old tool's landing page: "We've moved! Visit [new URL] for our feedback portal."

Sunset the old tool

Don't run two feedback tools in parallel. It splits your user base and doubles your triage work.

Timeline:

1. Day 0: New tool is live. Announcement sent. Old tool links redirect (if possible).
2. Week 1-2: Monitor both tools. Respond to any feedback that arrives on the old tool with a redirect message.
3. Week 2: Make the old tool read-only. Users can view but not submit.
4. Month 1-2: Shut down the old tool entirely.

Set the sunset date in advance and communicate it clearly. "The old feedback portal will be read-only starting March 1 and shut down April 1."

Post-migration checklist

After migration is complete:

• All boards imported and verified
• Vote counts are accurate on high-priority posts
• Tags are clean (no duplicates from import)
• Status mapping is correct
• Team members have access to the new workspace
• Old tool redirects to new portal (or shows a notice)
• Users have been notified twice
• Old tool is set to read-only
• Shutdown date is scheduled

What's next

You've migrated successfully. If you haven't already, work through the earlier modules to build your feedback program on the new foundation:

• Define your feedback strategy if you're taking this opportunity to rethink your approach
• Triage feedback effectively to set up your daily rhythm
• Launch your portal for tips on re-engaging users after the switch

For import/export details, see Import and export data.