Groove Migration FAQ

How do I start the migration process? Reach out to your Clari/Salesloft Account Manager or Customer Success Manager to express your interest. They will open a dedicated migration request and schedule a discovery call to discuss your timeline, requirements, and next steps.

Is there a cost to migrate? No. This migration service is available to current Clari Groove customers for $0.

How long is the typical migration process and project? We have various onboarding packages suited to customers of all sizes, ranging from 6 weeks to 16 weeks, or longer for larger, more complex teams. Please work with your Account Manager for scoping. While timelines may vary, all projects follow our standard three-phased methodology:

• Plan (~2 Weeks): Kickoff, workflow discovery, and pre-configuration.
• Configure & Migrate (~3 Weeks): Instance setup, content migration, and phone porting.
• Deploy (~3 or more Weeks): Training, analytics review, and Go-Live support.

Is there downtime for users? The migration is designed to be a quick transition with minimal user disruption:

• Content: Content migration is designed for zero downtime. To ensure a clean transfer, we recommend a two-week content freeze in Groove prior to your go-live date. This prevents data discrepancies and ensures your entire library is captured in a single, seamless sync.
• Dialer/SMS: Phone number porting typically involves a brief downtime window (about 1-2 business days for US numbers). Please note that International Numbers/SMS can take up to 7 days to become fully active due to mobile carrier registration SLAs.

Can we keep Groove and Salesloft active at the same time? Yes, you have two primary options for your transition. The choice depends on whether you prioritize user ramp-up flexibility or data cleanliness. Your Onboarding Consultant will work with you to help determine the best option for your team.

• Option 1: The 14-Day Parallel Run [Recommended] - Users maintain access to both platforms for ~ two weeks.
  • Benefits
    • Reps finish existing Flows in Groove while starting new Cadences in Salesloft, preventing a prospecting gap.
    • Users have a buffer period to finish or manually move one-off tasks due in the future
  • Key Considerations
    • During the transition, having activity logging enabled in both systems will result in duplicate task/event creation. While one-off activity logging can be disabled in Groove, flow email logging cannot be disabled. Since Salesloft logs all emails (both one-off and flow), we recommend completing the steps below to prevent duplicate activities from being created during the transition period.
      • Step 1: Disable Groove Activity Logging in Bulk - Contact Clari Groove Support to disable activity logging across your organization in bulk. This prevents most Groove activities from writing to Salesforce during the transition.
      • Step 2: Have users remove the Groove extension or Outlook Add-in. For larger teams, we recommend having your IT department handle this via a bulk uninstall.
      • Step 3: Create a Validation Rule to Block Remaining Flow Activities.
        • In Salesforce, go to Setup → Object Manager → Task → Validation Rules → New.
        • Configure the rule with the following settings:
          • Name: Block Groove Activity
          • Active: True Error Condition
          • Formula: AND( ISNEW(), groove_sent_from_flow__c = True )
          • Error Message: Activity logging has transitioned from Groove to Salesloft. Please ensure all activities are tracked in Salesloft going forward. Click Save.
      • Step 4: Remove the Validation Rule After Groove Is Deactivated - Once Groove has been fully deactivated for your users, delete this validation rule to keep your Salesforce org clean.

• Option 2: Hard Cutover - In this approach, access to Groove is deactivated on a specific Go-Live date, moving all user activity immediately into Salesloft.
  • Benefit
    • Eliminates ambiguity regarding which tool to use, providing a clear "start date" that drives full team alignment on the new platform.
  • Key Considerations
    • During the migration, any contacts currently mid-flow in Groove will not automatically transfer to Salesloft Cadences. There is no bulk migration path for in-progress Flow members, re-enrolling them will require a manual import via Salesforce report or CSV upload. 
    • To minimize disruption, we recommend stopping all new Groove Flow enrollments for a time period before your migration date. This gives active contacts enough time to complete their current flows, reducing the number of mid-flow contacts that would otherwise need to be manually re-added after the migration.

Can we roll out Salesloft to users in phases rather than all at once? Yes, a phased user rollout is a supported and often recommended approach, particularly for larger teams. Rather than moving your entire organization on a single go-live date, you can migrate users in cohorts. For example, by team, region, or business unit. Your Onboarding Consultant will help you sequence cohorts in a way that minimizes disruption and allows early adopters to serve as internal champions for later groups.

How does a phased rollout affect the content freeze? The two-week content freeze should be aligned with your final cohort’s go-live date rather than the first. This ensures the final sync captures all active content and updates from users across every phase of your rollout.

What happens to users who are still in Groove while others are already live in Salesloft? During the transition window, users on different platforms will operate independently — activity from Groove users logs to Salesforce via Groove, and activity from Salesloft users logs via Salesloft. To prevent duplicate activity logging for any users who have access to both tools simultaneously, follow the steps outlined in the Parallel Run option above.

How does phone number porting work across a phased rollout? Phone numbers can be ported in waves rather than all at once to align with your rollout. Your Salesloft Consultant will work with you to determine which numbers fall into each wave based on your cohort schedule. Note that the standard 4-week lead time still applies, so we will plan these waves early to ensure each group has full dialer functionality by their specific go-live date.