data migration and staff training
Data migration and staff training so the new system works on day one
We move your data from Excel or an old program into your new system: customers, suppliers, items, balances and staff records. We clean and map it, and import a sample for your review before the full load. Then we train each role with videos. We start with a 20-minute call, review what you need, then send a written quote.
Why good systems fail on bad data
You buy a modern system and import a file with three spellings of one customer, items with no codes and phone numbers written five ways. Reports come out wrong on day one, the team loses faith in the system and drifts back to Excel.
Missing training adds a second problem. An employee who was never shown where to click keeps the old habit, or enters data in the wrong place.
What we do in data migration
Listing your data sources
We ask where your data lives today. Scattered Excel files, an old accounting program, the website database, paper ledgers? And what is worth moving at all? Not everything has to travel. Very old years can stay as a reference archive.
Cleaning
We merge duplicates, unify phone, name and date formats, fill missing codes and split fields that were mixed, such as a name and address in one column. We log what we changed and return a list of rows that need your decision.
Field mapping
We draw a map between your columns and the new system's fields: your "Qty" column becomes the stock balance, your "customer type" becomes a partner tag. Where no field exists, we decide with you: add a field, merge, or drop the item.
Trial import
We agree a sample size with you and import it into a test copy of the system. You or the department head review it, so errors surface early. We repeat until the sample is right.
Reconciliation after the load
After the full import we compare: customer count, total stock quantity and value, supplier balances, headcount. You get a reconciliation list with the numbers before go-live.
Cutover day
We set the changeover for your quietest day and freeze entry in the old system at the final import, so data does not split between two systems.
Data we usually move
- Customers and suppliers. Names, contact details and balances.
- Items and products. Codes, categories, prices, variants and images. Read product data before connecting.
- Stock balances from a physical count. See inventory software.
- Opening account balances from the trial balance. See accounting software.
- Employees, contracts and leave balances. See HR software.
- Leads and opportunities from sales sheets. See the CRM system.
- Store orders and customers when moving from one platform to another.
An example: a customer file before and after cleaning
A file holds “Al Nour Trading Co.”, “Nour Trading” and “Al Nour Co.” with the same phone number. We spot that all three are one customer, merge them into one record with combined balances, and show you the merge before we fix it. One customer’s phone appears as 01012345678 in one row and +201012345678 in another, and we unify the format. In a notes column we find the date of the last call buried in free text and split it into a searchable date field. This is an illustration of what files usually contain, not a client’s data.
Training: each role gets its own part
Not everyone needs to know everything. We train the storekeeper on receiving and counting, the accountant on entries and reconciliation, the sales rep on opportunities and quotes, the HR officer on attendance and leave, and the manager on reports.
We record short videos for each role on your own system and data, not on a generic demo. A new hire can return to them months later. We also hand over a file explaining settings and permissions.
Typical order of work
- Inventory of sources. What you have and what moves.
- Cleaning and mapping in parallel with system setup.
- Trial import and review until the sample is right.
- Training on the test copy with your team before changeover.
- Final import on cutover day, then reconciliation.
- Follow-up through the first days to fix what appears.
What you prepare
Gather the files and name one person who knows the data to answer our questions. Decide who signs off the reconciliation. Remove personal data you do not need before sending files. If your data sits in an old program, ask its vendor how to export it.
After launch
The first two weeks are when questions appear. We stay with you and correct remaining data errors. If you want an extra video for a new process, or a course for new staff, we add it.
What we ask on the first call
What is the current program, and how many years of data does it hold? Roughly how many customers, items and employees? Is your data in one file or several? Who in your company knows it best? How many staff will be trained, across how many departments? With those numbers we size the work and write the scope.
Packages and the written quote
We review what you need, then send a written quote that sets the scope, timeline and deliverables. The written quote fixes the scope and the timeline, and we start after you approve it.
Frequently asked questions
From any program that exports a file such as CSV or Excel, or allows access to its database. Send the program name and a sample export and we assess feasibility before we agree.
We find them during cleaning and send you a list of what needs your decision. We never delete a record or merge two without telling you.
We choose a quiet cutover day and you keep working on the old system until the final import. Entry usually pauses for a few hours on that day, agreed in advance.
We hand over recorded training videos on your own system for each role. Whether live sessions are needed or possible is settled in the written quote.
It depends on the number of sources and how clean they are. That becomes clear after we review a sample of your files, and the answer goes into the quote.
Move your data once and move it right
Send the names of your current programs and a sample file, and we reply with a written quote that sets the scope and timeline.