Migration guide

Moving from spreadsheets to one trusted system

Spreadsheets can be useful at the start. The problems begin when they become the main operating system for sensitive service work.

Know when spreadsheets are holding you back

Warning signs include duplicate records, unclear ownership, hard-to-audit changes, missing follow-ups, reporting delays and staff keeping extra notes outside the shared process.

Do not migrate chaos

Before moving data, agree the fields, statuses, templates, tags and reporting views that actually matter. Clean process design matters as much as data import.

Move in sensible phases

A practical route often starts with one service area, one workflow or one reporting pressure. Prove the record structure, train staff and then widen the rollout.

Protect the audit trail

Teams need to know what was recorded, when, by whom and why it changed. That is difficult to maintain across uncontrolled spreadsheet copies.

Use the move to improve the work

Migration is a chance to reduce duplication, improve follow-up, clean reporting and prepare for considered AI support around trusted records.