You have heard the buzz and want to learn more about the Client & Contact Structure before your firm migrates over! Here is your one-stop show to learn more about the new structure and the steps to take when your firm is ready to migrate.
*Note: We’re rolling out the migration preview tool in phases to ensure a smooth experience. You’ll hear from us when it’s your turn—no action needed until then.
Table of Contents
If you are looking for a more in-depth guide, check out our Client & Contact Migration course.
Before Migration
1. Benefits of the new Client & Contact Structure
The updated Client & Contact structure enhances your client experience, resolves past pain points, and lays the groundwork for future growth.
Benefits include:
Flexible client records with separated contacts, joint profiles for couples, and multiple contacts for businesses.
Client Groups enable the organization of clients under shared ownership and facilitate group billing.
A foundation for exciting new features coming soon!
2. Get to Know the Client & Contact Structure
Check out this overview video to better understand how clients, contacts, and client groups work together in the updated client & contact structure.
Prepare for the Migration
Tips to get your data migration-ready
You can clean your data before or after migration—no data will be lost. But if you have time, here are some things you can do now:
1. Choose a Client Name Convention
Decide how you want client names displayed after migration.
Migration Settings Options:
First Name Last Name → Tom Hanks
Last Name, First Name → Hanks, Tom
Current Display Name → Hanks Family or Tom and Lily Hanks
2. Tidy Your Data
Organize your client records to match your naming choice.
If you want spouse names included:
Add the spouse to the First Name field (Tom & Lily)
Or keep them in the Display Name (Tom and Lily Hanks)
QBO Users: Display Names must stay as-is to sync correctly.
3. Look for Duplicate & Inactive Clients
The tool will check for duplicates, but archiving/consolidating now is best practice.
Archive inactive clients—you can reactivate them anytime.
All clients (active, inactive, archived, and deleted) are migrated over.
Keep inactive clients linked to the correct active account to maintain associations.
4. Review Client Portal Invites
Pending invites will not migrate.
You’ll receive a list of pending invites during migration.
Resend these invites after migration.
⚡ Pro Tip: Doing this prep work now saves time later and ensures your new client structure is clean and consistent.
Ready to Migrate
Migration Preview Tool (Your New Best Friend)
Access from Clients > New Client & Contact Structure Preview.
See before & after views of client names, portal users, and linked records.
Search for a client, toggle views, and test settings before committing.
Use the Restructure Guide to download key lists (current client structure, pending invites, linked clients).
Resources and examples are available for each setting—no guesswork required!
⚡ Note: The preview tool is rolling out in phases. You’ll be notified when it’s ready for your account—no action needed until then.
Migration Settings to Choose
Linked Individual Clients → Decide how spouses, dependents, and related clients migrate. Learn more here.
Client Name → Choose naming for individual and business records (including display names). Learn more here.
Client-Facing Name → Select what name appears on client-facing materials (invoices, portal, etc.). Learn more here.
Download Key Lists from the Preview Tool
Before finalizing migration, use the Restructure Guide to download these lists:
Current Client Structure → Review your existing setup.
Pending Client Portal Invites → These will not migrate; you’ll need to resend.
Linked Clients → Confirm relationships (spouses, dependents, related clients).
⚡ Pro Tip: Having these lists handy makes it easier to double-check your data after migration.
The Migration Process
Access: Only one admin needs to finalize the migration.
Timing: Run after hours or over the weekend—Canopy is inaccessible during migration.
Duration: Varies by firm size; you’ll receive an email when complete.
If no email after 24 hrs, contact your CSM or Support.
Finalize: Review settings → click Finalize Migration → choose Start Now or Schedule Later (after 6 pm MST).
After Migration
Tips & Best Practices
Merge Contacts → Look for any duplicate contacts and merge them. Check out this guide to learn how.
Review Client List → Cross-check your Current Client Structure list to confirm names and associations migrated correctly.
Resend Pending Invites → Only pending client portal invites need to be resent (active users remain intact). Learn how to bulk send invites.
Share Resources → Give your team access to the overview video, course, FAQs, and KB articles.
Additional Resources
🎓 Course: Client & Contact Structure Migration
🎥 Recorded Workshop: Watch the Migration Workshop
❓ FAQ Page: Migration Q&A
📖 Knowledge Base:
Migration Articles: Explore KB Resources
Client & Contact Articles: Learn more about the Client & Contact Structure