This comprehensive guide provides steps for migrating your forms, data, and workflows from JotForm to GHL Customer Care. The goal is to ensure a smooth transition with minimal disruption, while fully leveraging GHL Customer Care’s integrated marketing and CRM capabilities.

TABLE OF CONTENTS

• Preparation for Migration
• Migrate Data
• Migrate Forms and Workflows
• Migrate Integrations and Notifications
• Final Checks and Training
• Decommissioning JotForm

Preparation for Migration

Step 1: Review Current JotForm Setup

• Identify Key Forms and Data: List all active forms in JotForm, including any associated data, such as submission entries, email notifications, and integrations.
• Document Form Workflows: Record details of how each form interacts with your current workflows, email notifications, and any third-party integrations.
• Assess Data Volume: Evaluate the amount of data (e.g., form submissions, contact information) to be migrated.

Step 2: Define Migration Goals

• Set Clear Objectives: Determine what you want to achieve by migrating to GHL Customer Care, such as enhanced automation, better integration with CRM tools, or cost savings.
• Prioritize Features: Decide which forms and data are most critical to migrate first.

Step 3: Prepare Backup

• Export Data from JotForm: Export all necessary data from JotForm, including form submissions, templates, and configurations.
• Backup Data: Ensure all data is securely backed up before beginning the migration process.

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Migrate Data

Step 1: Export Data from JotForm

• Export Form Submissions: Navigate to each form in JotForm, select the form submissions, and export them as CSV files.
• Export Form Templates: Save copies of your JotForm templates for reference during the recreation process in GHL Customer Care.

Step 2: Import Data into GHL Customer Care

• Recreate Forms in GHL Customer Care:
  • Navigate to Sites > Formsin GHL Customer Care.
    • Use the form builder to recreate your forms, ensuring that all fields match those from JotForm.
• Import Contacts: If you have contact information stored in JotForm, import this data into GHL Customer Care by navigating to Contacts > Import Contacts and uploading your CSV files.
• Set Up Custom Fields: In GHL Customer Care, create any necessary custom fields that match the data you were collecting in JotForm.

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Migrate Forms and Workflows

Step 1: Review Existing JotForm Workflows

• List Active Workflows: Identify and document all workflows triggered by form submissions in JotForm, such as email notifications, data routing, and integrations with other tools.
• Evaluate Workflow Complexity: Assess the complexity of each workflow to determine how best to replicate it in GHL Customer Care.

Step 2: Recreate Workflows in GHL Customer Care

• Create Automation Triggers:
  • In GHL Customer Care, navigate to Automation > Workflows.
  • Set up triggers for each form submission that replicates the logic from your JotForm workflows (e.g., sending notifications, updating contact records).
• Rebuild Actions and Conditions:
  • Recreate actions such as sending confirmation emails, tagging contacts, or updating CRM records.
  • Set up any necessary conditions or branching logic to mirror your existing workflows.

Step 3: Test Workflows

• Run Tests: Before activating workflows, conduct thorough testing to ensure they function as intended.
• Adjust Settings: Make necessary adjustments based on test results to ensure smooth operation.

Migrate Integrations and Notifications

Step 1: Recreate Integrations in GHL Customer Care

• Identify Necessary Integrations: Determine which third-party tools you were integrating with JotForm, such as payment gateways, email marketing tools, or CRMs.
• Set Up Integrations in GHL Customer Care:
  • Use GHL Customer Care’s built-in integrations or Zapier to connect to external applications.
  • Go to Settings > Integrations to set up necessary connections.

Step 2: Recreate Email Notifications

• Set Up Internal Notifications:
  • In GHL Customer Care, navigate to Automation > Workflows and set up internal notifications for when a form is submitted.
• Configure Autoresponders: If you were using autoresponders in JotForm, set these up in GHL Customer Care by creating automated email sequences that trigger upon form submission.

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Final Checks and Training

Step 1: Perform Final Data Validation

• Cross-Check Data: Ensure that all data has been successfully migrated and that there are no discrepancies between JotForm and GHL Customer Care records.
• Validate Forms and Workflows: Confirm that all forms and workflows are operational in GHL Customer Care.

Step 2: Train Team Members

• GHL Customer Care Training: Provide training to your team on how to use GHL Customer Care’s form builder and automation tools, focusing on the differences from JotForm.
• Utilize GHL Customer Care Support: Encourage team members to leverage GHL Customer Care’s support resources and community forums for ongoing learning.

Step 3: Monitor and Optimize

• Monitor Performance: Track the performance of your new setup in GHL Customer Care, making adjustments as necessary.
• Continuous Improvement: Regularly review and refine forms, workflows, and integrations to ensure they align with business goals.

Decommissioning JotForm

Step 1: Transition Period

• Run in Parallel: Consider running JotForm and GHL Customer Care in parallel during the transition phase to ensure no critical operations are missed.
• Gradual Phase-Out: Gradually reduce reliance on JotForm as GHL Customer Care becomes fully operational.

Step 2: Cancel JotForm Subscription

• Final Data Backup: Before canceling your JotForm subscription, ensure all data is securely backed up.
• Official Cancellation: Follow JotForm’s process to cancel your subscription and terminate services.

Step 3: Post-Migration Review

• Review Success: Evaluate the success of the migration process and document any lessons learned.
• Continuous Monitoring: Keep monitoring the system post-migration for any potential issues.