Switching CRM Keyzapp Integrations
This article is for Keyzapp clients and CRM partners to assist in the process of switching from one Keyzapp property CRM to another.
How Keyzapp Integrations Work
Keyzapp integrations rely on keeping your properties in Keyzapp in sync with your properties in your CRM system.
To do this, we rely on tracking the Property ID within the CRM and mapping it to a property in Keyzapp. When new properties are added to the CRM which may require keys, the property details are sent to the CRM along with the CRM's Property ID.
This ID is used to track changes to the property and to provide easy navigation links between Keyzapp and your CRM.
What happens when you change CRM?
Because all CRMs handle property data differently, moving to a new CRM usually means the properties are given new IDs when they are transferred over.
Property IDs can look quite different for different CRMs. Are are some examples:
- 1583 (Some use a simple number)
- DAG654 (Some use a code)
- 33b246f6-1ee9-4388-8dc0-32a288559ccb (Some use a very long code called a Globally Unique ID or GUID)
Data Migration: Keyzapp needs a mapping table
It's likely that your new CRM provider will be helping you move all your data from your old CRM to the new CRM.
To get Keyzapp working in the new CRM, we need to know the what the ID was for each property in the old CRM, and what that same property's ID will be in the new CRM.
Your new CRM provider should be able to help you get this. We need a spreadsheet or CSV file that provides the old and New ID for each property.
It's not strictly necessary to include the property address itself in the table, but we recommend doing so if you can, since it makes it easier for you to ensure the table is correct.
Timeline: How to switch Keyzapp over to your new CRM
- Contact Keyzapp to tell them you are planning to move to your new CRM. Let us know your planned timescales for moving. We'll inform you of any other actions needed on your part or any costs to be aware (some integrations incur additional charges for commercial reasons).
- Work with your new CRM provider to transfer your data from your old CRM. Inform them of the need for a mapping table.
- The mapping table should be accurate at the the time you "go live" with your new CRM (or as close to it as possible).
- When you go live with your new CRM, send the mapping table to Keyzapp Support with the request to disable the old integrations and enable the new one.
- We will use mapping table to update the properties in Keyzapp with the new CRM's IDs and then enable the new integration.
It's important to note that there may be a short period when there is no integration between Keyzapp and your new CRM. This should rarely be more than a few days, during which time you can continue to work with your keys in Keyzapp as normal.
Contacting us early and keeping us up-to-date on your planned timeframes for switching CRM should minimise this period.
Frequently Asked Questions
What if I can't get a mapping table?
If you can't get a mapping for the IDs, we can usually still set up the new integration, however we will have to manually match each property in Keyzapp to it's new record. As this requires manual effort, we usually have to charge a small amount for this. The exact amount will depend on the number of unmatched properties, so we quote on a case-by-case basis.
What if we've already migrated and didn't tell you in advance?
We can usually still help, although if it is no longer possible to get a mapping table, we may have to charge a small amount for the manual effort in setting it up.