Migrating From Groove to Salesloft Guide

Groove to Salesloft Migration Guide

This article outlines everything you need to know about migrating from Groove to Salesloft, what to expect during the transition, and how to get started.

• Groove Migration FAQ
• Why Migrate from Groove to Salesloft?
• Overview of Migration Tool & Project
• Product Differences - Terminology, Architecture, and Features

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.

Why Migrate from Groove to Salesloft?

Consolidating on Salesloft moves your team away from fragmented tools and gives you an integrated, scalable, and AI-ready foundation for the future. By moving to Salesloft, you benefit from:

• Advanced Architecture & Connectivity: Salesloft is an API-first platform built for seamless integrations, unified workflows, and better data visibility across your revenue tools.
• Robust Partner & AI Ecosystem: Access to a vast partner network and ability to leverage these integrated partners along with third-party data helps us power AI insights and autonomous agents, allowing your team to work smarter.
• Market Leadership: You are moving to a stable, best-in-class platform recognized as a Forrester Wave Leader and G2 Enterprise Category Leader.

Overview of Migration Tool & Project

Moving from Groove to Salesloft is designed to be streamlined. We combine the speed of our Migrator App with the strategic guidance of a dedicated Onboarding Consultant to ensure your transition is minimal work for your team.

1. What the Migrator App Handles & Your Migration Options

Our Migration Tool does the heavy lifting by automatically transferring your core Groove content, user structures, and permissions directly into your Salesloft instance.

 Templates & Flows Migration Options

 The migration tool supports two distinct options for transferring your Groove Templates and Flows:

• Time-Bounded Migration: Transfers all active content based on a defined activity window (e.g., used within the last X months). While the default is set to one year, you will work with your Onboarding Consultant to define your specific timeframe.

• Targeted Migration: Transfers only the specific assets that you manually label with Salesloft Migration within Groove.

 What is included in the Templates & Flows transfer:

• Flow Structure: All steps, timing/cadence days, and linked files.

• Dynamic Content: Supported account, person (lead or contact), and user merge fields and attachments.

• Ownership & Access: Content (Templates/Cadence) ownership is preserved, and Team-to-Group access is maintained for Groove Master Flows shared with teams.

 User, Roles, & Teams Mapping (Automated)

 To ensure content is assigned to the correct users and groups, the tool automatically migrates data based on the following:

• Users (Groove Users → Salesloft Users): All active Groove users will be fully migrated to Salesloft.

• Role Mapping (Groove Roles → Salesloft Roles): Users will be assigned to a standard or custom Salesloft role that aligns with their current Groove tier (Admin, Team Lead, Analyst, or Standard User).

• Team Structure (Groove Teams → Salesloft Groups): Groove Teams will transition into Salesloft Groups. Because Salesloft users can only belong to a single group, your Salesloft Consultant will partner with you to rebuild your teams into a group hierarchy.

2. Manual Configuration & Expert Support

While the migration tool handles the content, your dedicated Onboarding Consultant partners with your Admins to finalize your environment. How we support your team:

• Content Optimization: We work together to configure your team access controls and content ownership. This ensures all merge fields are updated and your Salesloft instance is clean from the start.
• Admin Foundations: We provide step-by-step guidance for configuring group hierarchies, role permissions, cadence and task workflows, AI agents, email, dialer/porting numbers, and meeting settings. See: Manage Groups and Hierarchy | Roles and Permissions | Manage Meetings
• Ecosystem Integrations: Our team will advise on connecting your essential integrations directly into your Salesloft workflow to ensure a unified seller experience. See: Salesloft Integrations
• Sync & Automation Logic: We provide guidance on mapping Salesforce fields, rebuilding automation rules, and aligning sync logic to mirror or improve your current workflows. See: CRM Field Configuration Overview | Manage Automation Rules

3. Technical & CRM Readiness

To ensure a secure and high-performing integration, your Onboarding Consultant will walk your IT and CRM Admins through the following essential requirements:

• Email: Setting up a Custom Tracking Domain for click tracking.
• Salesforce: 
  • Establishing the Salesloft Integration User within Salesforce for secure data flow.
  • Installing the Salesloft Connected App 
  • (Optional) Installing the Insights from Salesloft managed reporting package to unlock deep visibility into team performance.

Moving from Groove to Salesloft is designed to be streamlined. We combine the speed of our Migrator App with the strategic guidance of a dedicated Onboarding Consultant to ensure your transition is minimal work for your team.

1. What the Migrator App Handles & Your Migration Options

Our Migration Tool does the heavy lifting by automatically transferring your core Groove content, user structures, and permissions directly into your Salesloft instance.

 Templates & Flows Migration Options

 The migration tool supports two distinct options for transferring your Groove Templates and Flows:

• Time-Bounded Migration: Transfers all active content based on a defined activity window (e.g., used within the last X months). While the default is set to one year, you will work with your Onboarding Consultant to define your specific timeframe.

• Targeted Migration: Transfers only the specific assets that you manually label with Salesloft Migration within Groove.

 What is included in the Templates & Flows transfer:

• Flow Structure: All steps, timing/cadence days, and linked files.

• Dynamic Content: Supported account, person (lead or contact), and user merge fields and attachments.

• Ownership & Access: Content (Templates/Cadence) ownership is preserved, and Team-to-Group access is maintained for Groove Master Flows shared with teams.

 User, Roles, & Teams Mapping (Automated)

 To ensure content is assigned to the correct users and groups, the tool automatically migrates data based on the following:

• Users (Groove Users → Salesloft Users): All active Groove users will be fully migrated to Salesloft.

• Role Mapping (Groove Roles → Salesloft Roles): Users will be assigned to a standard or custom Salesloft role that aligns with their current Groove tier (Admin, Team Lead, Analyst, or Standard User).

• Team Structure (Groove Teams → Salesloft Groups): Groove Teams will transition into Salesloft Groups. Because Salesloft users can only belong to a single group, your Salesloft Consultant will partner with you to rebuild your teams into a group hierarchy.

2. Manual Configuration & Expert Support

While the migration tool handles the content, your dedicated Onboarding Consultant partners with your Admins to finalize your environment. How we support your team:

• Content Optimization: We work together to configure your team access controls and content ownership. This ensures all merge fields are updated and your Salesloft instance is clean from the start.
• Admin Foundations: We provide step-by-step guidance for configuring group hierarchies, role permissions, cadence and task workflows, AI agents, email, dialer/porting numbers, and meeting settings. See: Manage Groups and Hierarchy | Roles and Permissions | Manage Meetings
• Ecosystem Integrations: Our team will advise on connecting your essential integrations directly into your Salesloft workflow to ensure a unified seller experience. See: Salesloft Integrations
• Sync & Automation Logic: We provide guidance on mapping Salesforce fields, rebuilding automation rules, and aligning sync logic to mirror or improve your current workflows. See: CRM Field Configuration Overview | Manage Automation Rules

3. Technical & CRM Readiness

To ensure a secure and high-performing integration, your Onboarding Consultant will walk your IT and CRM Admins through the following essential requirements:

• Email: Setting up a Custom Tracking Domain for click tracking.
• Salesforce: 
  • Establishing the Salesloft Integration User within Salesforce for secure data flow.
  • Installing the Salesloft Connected App 
  • (Optional) Installing the Insights from Salesloft managed reporting package to unlock deep visibility into team performance.

Product Differences - Terminology, Architecture, and Features

• Terminology
• Architecture 
• Product Feature Differences 
  • Google Extension & Microsoft Add-in Experience
  • Workflow: AI & Content (Cadences & Templates)
  • Activity Logging
  • Dialer & Recordings
  • Automation
  • In-App & Salesforce Reporting

Terminology

As you move into Salesloft, some of the terminology will change. Here is a quick translation guide:

• Groove Flow → Salesloft Cadence
• Groove Teams → Salesloft Groups
• Groove Permissions → Salesloft Roles
• Groove Templates → Salesloft Snippets / Templates
• Groove Automated Actions → Salesloft Automation Rules
• Groove Flow Automated Actions → Salesloft Cadence Settings / Automation Rules / Plays
• Groove Auto Import → Salesloft Automation Rules / Scheduled Imports

Architecture 

While Groove operates natively within Salesforce, Salesloft utilizes an API-first, Unified Data Model. This architectural shift provides a "single-pane-of-glass" experience by syncing bi-directionally with your CRM (Salesforce, Dynamics, or HubSpot). 

This model ensures a single source of truth across your entire tech stack, allowing Salesloft to integrate seamlessly with other enterprise applications and enable sophisticated, cross-platform data sharing that goes beyond the limits of a CRM.

Product Feature Differences 

As we bring Salesloft and Groove together, we are taking a targeted approach to enhancing Salesloft's capabilities to match and exceed the workflows you rely on today.

Google Extension & Microsoft Add-in Experience

Workflow: AI & Content (Cadences & Templates)

Activity Logging

Dialer & Recordings

Automation

Groove’s Automated Actions allow teams to automate follow-up based on imports, email engagement, and call outcomes. In Salesloft, you can replicate these workflows using a combination of Cadence Stage Settings, Scheduled Imports, Automation Rules, and Plays. 

See: Create an Automation Rule | List of Automation Rule Triggers | Common Automation Rules and Use Cases | Manage Scheduled Imports | List of Play Frameworks

In-App & Salesforce Reporting