Migration guide
Moving a partner program off spreadsheets takes hours, not months. This guide covers what to bring over, what to leave behind, and the order to do it in.
Before you start
Decide what to bring over
You do not need to migrate everything. Most teams bring over their partners and the leads that are still open, and keep closed history in the spreadsheet as a read-only archive.
Before you start, collect the following:
- A list of partners, with a contact person and email for each.
- Open leads, with the partner who sent them and their current status.
- Your current reward or commission rules.
- Access to your CRM, so you can connect it to Keen.
Import
Add partners and import active leads
Add your partners and set up their channels in Keen. Then export your open leads from the spreadsheet as a CSV file and import them.
Map your spreadsheet columns to Keen's unified data standard once. Every lead, imported or new, then follows the same format, so performance is comparable across partners from day one.
Connect your CRM
Connect your CRM
Connect HubSpot, Salesforce, Pipedrive, or another CRM through OAuth. It takes a couple of minutes, and from then on new partner leads are created there automatically, and status changes sync back to Keen. If your CRM is not supported natively, Zapier and the API cover the rest.
This is the only integration you build. Every partner you add later connects to Keen, not to your CRM.
Reward rules
Set up reward rules
Recreate your commission and reward rules in Keen, so rewards are calculated automatically as leads progress. Reports are generated on schedule and shared with each partner, so nobody has to build them by hand.
Invite partners
Invite your partners
Once you are set up, invite partners to their channels. Each one gets a web form and a lead email address immediately, and access is free for them. Partners who prefer email can keep sending leads exactly as before.
Many teams invite partners in batches, starting with the most active ones, so questions come in at a manageable pace.
Archive the spreadsheet
Archive the spreadsheet
Once all active partners are sending leads through Keen, make the spreadsheet read-only and tell the team where to find the archive. From then on, Keen is the single source of truth for you and your partners.