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Best Practices, Limitations,  Options, and More...

Capsule to Insightly migration

Capsule to Insightly

What are my options for

converting Capsule to Insightly?


Customer-oriented companies need to constantly monitor the effectiveness and, if necessary, revise the existing processes of interaction with customers. Why is this important? First of all, to maintain relations with existing customers. Secondly, to determine the vectors of the company's development, as well as the development of areas of work with new clients in the changing market.

If the title resonates with you, you are most likely already working with Capsule and are thinking about changing it. Perhaps the installed system does not solve the new tasks of your business, employees complain about “complexity” or tariffs.

If you are downloading regular contacts or accounts, you can use the vendor's services. However, not everything is so simple. Vendors are interested in quick migration, and therefore will devote less time to your company, it can be expensive and not so high-quality.


Option 1

Migrating myself 

You can do it yourself manually if you have a small amount of information.



Option 2

A wizard import tool or
an integration

There are a few data migration tools on the market that provide direct API to API migration functionality from Capsule to Insightly.


Option 3

A custom migration

We believe this is one of the most convenient options for migrating to Insightly. Not that the previous options are doing it the wrong way, but this will take the entire lift and process off your plate and you can focus on training and configuring Insightly.



Option 1: Migrating myself and using the CRM vendor’s import tool

Any company in the process of work accumulates a large database of customers, contacts, accounts and other information important for business. On your own, you can only transfer basic data from Capsule CRM, nothing more. This is a complex and lengthy process. Too often have we seen customers who purchased the new solution and has tried to manage the import on their own, use the CRM vendor's “native” tools and have ultimately just ended up with a mess, three months down the road with half of the data in and the rest left in pieces. Before you purchase your CRM solution, you need to feel comfortable with a plan, a partner, or the tools in place in order to move forward.

Option 2: Migrating with a wizard import tool or an integration tool

If you are planning to transfer your company's data from one CRM system to another, the most efficient and secure way is to use a special import wizard or integration tool.
An import wizard is a tool that allows users to import data from another CRM system into the new one. It can be provided by the CRM system you are using itself, or by a third-party vendor. It usually allows you to upload CSV or Excel files and mapping data fields.
Regardless of the tool you choose, preparations must be made before importing or integrating. It is important to prepare the data in the original system so that it matches the data structure of the new system and is free of errors. Post-import/integration testing should also be performed to ensure that the data transfer is correct and complete.

Trujay offers a data migration wizard app as well as guided support to ensure that your mapping, testing, QA, and delta migration go smoothly. It will make your Capsule to Insightly data migration much easier.

Contact us     Try it for free

Trujay’s migration app allows you to run as many free random samples as you want. The goal is to keep experimenting with the mapping until the sample data appears exactly as you want it to. Every sample you run will overwrite the previous one, so don't worry about filling up your Insightly with sample data.

Free Sample Migration Demo Video

Step by Step screens of Trujay’s Self Service Migration Wizard

Option 3: A custom migration

So this is the option that defines “doing it the right way.” Among our clients, there is no one who would regret switching to Insightly, this is a specialized trading CRM system with wide functionality, a clear interface, and cool integrations. At very affordable rates. We have developed mechanisms that will make the transition quick, comfortable and safe. You can do it without involving programmers, if anything, our cool technical support is in touch.

The process of custom CRM migration may include the following steps:

  • Defining goals and requirements for the new CRM system.
  • Evaluating the amount of data to be migrated and its structure.
  • Determining the data format and settings that need to be exported from the old CRM system.
  • Exporting data and settings from the old CRM-system.
  • Import data and settings into the new CRM system.
  • Validation of the imported data and settings.
  • Customize the new CRM system to meet your requirements and goals.
For a successful customized CRM migration, it is also important to ensure that the new CRM system is compatible with business processes and user needs, as well as provide support and user training for the new CRM system.

Contact us    Try it for free

Having a project manager or CSM guide you through the entire Capsule to Insightly migration process gives you time to consider things like fields/properties clean up, consolidation of pipelines or processes, automations, etc. An entrepreneur is always looking for the best options, changing a CRM system can be easier than endlessly “finishing” the one that is, putting up with inconvenience and unjustified costs for its maintenance. 



Knowledge Base

What is a Sample Migration?

Sample Migration is a process where we transfer a small part of your records (approximately 10% of all data) to the target CRM platform and estimate the price of a Full Data Migration. You can test our service using the Free Sample Import.

You can change options and rerun the sample migration as many times as you need.

How does Free Sample work?

During the Sample Migration, we take a part of your records and migrate them to your target CRM platform, along with relations between those records. The entire process may take up to 15 minutes; it depends on the specification of your CRMs.

What happens after the Sample Migration is complete?

Once complete, you can review the transferred records in the target platform. Evaluate the results to make sure they work for you.

What is a Guided Migration?

A guided migration provides you with a Trujay dedicated CSM that will complete all the mappings for you. 

This is an excellent option for people that need an extra layer of support with their migration.


  • Everything in Wizard
  • Customer Success Manager
  • Mapping Verification
  • Quality Assurance
  • 1 - 2 Week Delivery

What is a Record?

A Record is the data item that exists in the CRM's system

  • 1 record = 1 Account/Task/Opportunity/Attachment/Note/Email, etc.
  • 1 record = one entity of CRM data (no matter what type is it).

For example:

Your current CRM possesses:

  • 1 account
  • 2 tasks
  • 3 emails
  • 2 notes.

In summary you have 1 account + 2 tasks + 3 emails + 2 notes = 8 records.

What is a Delta Migration?

A delta migration is the final migration performed during your custom migration process.

It ensures that all the data you have requested to be migrated is transferred and your target CRM is up to date right before the launch. 

What are my options?

Data cleansing


You can clean up the data yourself in the Capsule portal. This will require some effort and time on your side, however it will have no additional cost.


You can ask the data migration partner to filter the data on the way over. If you have identified bad data and can give the partner bullet points on what data you don’t want to migrate to Insightly, they can write custom scripts to only migrate what you specify.


You can clean the data post-migration and should be relatively easy with Insightly’s segmenting tools. Create the filters or custom views and then delete!

What are my options?

Capsule to Insightly: Objects

Capsule Objects   Insightly Objects
Organizations  Organizations 
Files Attachments
People Contacts
Activities (Events) Events
Activities (Notes) Notes
Opportunities Opportunities 
Tags  Tags
Tasks  Tasks 
Users Users

Additional objects will need to be investigated for a Custom Migration

Onboarding Icon-1


There are several de-duplication tools on the market to consider and all of them are low costs. Most likely the data migration partner has relationships installed and can get the prices at a discount for you, make sure to ask.

Onboarding Icon-1

Bad or Outdated Contacts

Using a tool like Neverbounce is great to identify which emails are invalid, unverified, or a catch-all email ( or From there you can mark and remove those and these costs are pretty minimal as well.

Group 4150

You have options

To wrap up

So, your choice depends only on you.

Self-Migration  can be used if the amount of data to be migrated is small, or if the user has enough experience and knowledge to perform the process independently.

Customized data migration is the process of transferring data and settings from one system to another, which is performed by specialists according to the requirements and needs of the individual user or company. This approach can be used if the amount of data to be migrated is large or if a new system needs to be customized to meet the needs and business processes of users.

Which option you should choose depends on many factors, such as the amount of data, expertise and knowledge, as well as the requirements and needs of the user. In any case, a successful data migration requires careful preparation and testing to minimize the risks of data loss and system failures.

If you ever would like to discuss your conversion between Capsule to Insightly, please feel free to contact us here for a quick call.

Contact us    Try it for free