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Client & Contact Migration Quickstart Guide

A quick start guide to highlight the basics of the Migration process

Heads up! Migrations are back in progress!

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

Before Migration

  1. Benefits of the new Client & Contact structure

  2. Get to know the Client & Contact Structure

Prepare for the Migration

  1. Choose a Client Name Convention

  2. Tidy Your Data

  3. Look for Duplicate & Inactive Clients

  4. Review Client Portal Invites

Ready to Migrate

  1. Migration Preview Tool

  2. Migration Settings to Choose

  3. Download Key Lists

  4. The Migration Process

After Migration

  1. Tips & Best Practices

Additional Resources

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.
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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

  1. Linked Individual Clients → Decide how spouses, dependents, and related clients migrate. Learn more here.

  2. Client Name → Choose naming for individual and business records (including display names). Learn more here.

  3. 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

  1. Access: Only one admin needs to finalize the migration.

  2. Timing: Run after hours or over the weekend—Canopy is inaccessible during migration.

  3. Duration: Varies by firm size; you’ll receive an email when complete.

    • If no email after 24 hrs, contact your CSM or Support.

  4. Finalize: Review settings → click Finalize Migration → Schedule Later (after 6 pm MST on the day you chose).

After Migration

Tips & Best Practices

  1. Merge Contacts → Look for any duplicate contacts and merge them. Check out this guide to learn how.

  2. Review Client List → Cross-check your Current Client Structure list to confirm names and associations migrated correctly.

  3. Resend Pending Invites → Only pending client portal invites need to be resent (active users remain intact). Learn how to bulk send invites.

  4. Share Resources → Give your team access to the overview video, course, FAQs, and KB articles.

Additional Resources

Related Articles
How-to Video: The Client Record
Client & Contact Settings: Linked Clients Settings
How-to Video: Client Name Settings (Client & Contact Structure Migration)
Preparing for a Successful Migration
Client & Contact Migration FAQ
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