The migration can only be performed once per account and is restricted to administrators. If migration has already been completed, the tool displays a confirmation message and prevents a second run.
What gets migrated
The migration imports the following data from your legacy account:| Data type | Notes |
|---|---|
| People | Active and archived team members, including schedule assignments and billing/cost rates |
| Companies | Top-level project containers, mapped to the new project category structure |
| Projects | Full project hierarchy including subprojects |
| Tasks | Task definitions, statuses, and category assignments |
| Activities | Job types (legacy activities) carried over as tasks |
| Groups | Reporting groups mapped to the new structure |
| Branches | Branch data migrated as tags |
| Absence types | Leave categories and quotas |
| Schedules | Work schedule definitions and person assignments |
| Custom fields | Field definitions and their values |
| Time records | Historical time entries, including billability and project assignments |
| External IDs | Preserved for any records that had external identifiers |
Before you start
Before running the migration, confirm the following:- You are an administrator of the new Beebole account.
- You have your Legacy API Key from your previous Beebole account. You can find it in your legacy account’s API settings, or contact support@beebole.com if you are unsure where to look.
- You have decided whether to migrate all records or only active ones.
- You have decided how far back to import time records (or whether to import them at all).
Running the migration
Enter your Legacy API Key
Paste your Legacy API Key into the field provided. This key authenticates your request against your previous account and allows the migration tool to read your data.
Configure migration options
Set the following options before running the audit:
- Only active entities — Enable this to skip archived people and projects. Leave it off to import everything, including archived records.
- Include time records from — Choose a start date if you only want to bring over time entries from a certain point. Leave blank to import all historical data.
Run the audit
Click Start Audit. Beebole connects to your legacy account and counts everything that will be migrated — people, companies, projects, tasks, activities, absence types, schedules, custom fields, quotas, and time records. The audit does not modify any data.
The audit may take a few seconds depending on your data volume.
Review the audit results
The Audit Results screen shows a breakdown of records found in your legacy account. Review the counts and the time record date range before proceeding.
Start the migration
Click Start Migration. The migration runs in the background and a progress bar shows each phase as it completes.
Review the migration report
When finished, Beebole displays a summary report showing how many records were created, skipped, or failed for each phase. If there are warnings or failures, review them and contact support@beebole.com if you need help resolving them.
Migration phases
The migration runs through the following phases in order:- Projects — Creates project structure from legacy companies
- Activities — Migrates job/activity types as tasks
- Absence Types — Creates absence categories
- Schedules — Imports work schedule definitions
- Groups — Migrates reporting groups
- Branch Tags — Converts branch data to tags
- People — Creates team members
- Tag Assignments — Links tags to records
- Team Members — Assigns people to projects
- Project Assignments — Applies exclusive project membership settings
- Schedule Assignments — Links people to their work schedules
- Billing & Costs — Imports billing and cost rates
- Custom Fields — Creates custom field definitions
- Custom Field Values — Attaches custom field data to records
- Absence Quotas — Migrates leave quota balances
- External IDs — Preserves any external system identifiers
- Time Records — Imports historical time entries (if selected)
- Backfill — Completes any cross-reference data
- Done — Migration complete
What to expect after migration
- All migrated data is immediately available in your Beebole account.
- People receive no automatic notifications — you can invite them manually from the People page in the sidebar when you are ready.
- Review your project categories and task statuses to ensure the structure meets your needs.
- Check a sample of time records in Reports to confirm data accuracy.
Related content
Account Settings
Manage your organization profile and account-level configuration.
Data Exports
Export your Beebole data for backup or external analysis.
Frequently asked questions
Can I run the migration more than once?
Can I run the migration more than once?
No. The migration is a one-time operation. Once it has been completed, the tool is locked and displays a confirmation message. If you need to re-migrate data, contact support@beebole.com.
Can I migrate only part of my data?
Can I migrate only part of my data?
Yes. You can choose to migrate only active records (skipping archived people and projects) and set a start date to limit how far back time records are imported. You can also choose not to include time records at all if you only need to bring over the account structure.
What happens if some records fail to migrate?
What happens if some records fail to migrate?
The migration completes even if individual records fail. The final report shows which phases had failures and how many records were affected. Most failures are caused by data inconsistencies in the legacy account. Review the warnings and contact support if you need help.
Will migrated people receive an invitation email?
Will migrated people receive an invitation email?
No. Migrating people creates their records in Beebole but does not send invitation emails. You can invite them from the People page in the sidebar whenever you are ready for them to log in.
Can two accounts migrate at the same time?
Can two accounts migrate at the same time?
No. The migration process runs one account at a time. If another account’s migration is already in progress, you will see a message letting you know that Beebole will be ready for yours shortly.