📋 Customer-Facing Document — Share this with clients at kick-off alongside their migration template.
Welcome to Your Smeetz Data Migration
We're here to make your transition to Smeetz smooth, secure, and predictable. Our team handles the technical heavy lifting — your role is to prepare and validate your data using the steps below.
Our commitment to you:
No disruption to your customers
Accurate transfer of your data
A clear, predictable timeline
Full transparency at every stage
What Can Be Migrated?
✅ We Can Import
Bookings (with tickets)
Customers (partially, via attendee import)
Gift cards & membership vouchers
Retail items
⚠️ Must Be Set Up in Smeetz Before Migration Begins
These cannot be imported — they must be created in your Smeetz back office first:
Products
Tickets & prices
Timeslots
Seat maps (if applicable)
Your Implementation Manager will confirm your system is ready before migration starts.
How the Migration Works
Step 1 — Planning
Your Implementation Manager will confirm:
What data will be migrated
Whether historical and/or future bookings are included
Your migration timeline
The freeze window (a short sales pause before final import)
You'll receive a Migration Starter Kit including the official data template, an example file, a formatting guide, and the validation checklist.
Step 2 — Data Preparation (Your Action)
You will:
Export your data from your previous system
Fill in the official Smeetz template
Complete the Data Validation Checklist
Submit the file to your Technical Implementation Manager
We review within 48 hours and send consolidated feedback if corrections are needed.
Step 3 — Test Import (Medium & Large Projects)
Before the full migration, we import a small sample (1–5%) to:
Verify ticket mapping
Check voucher balances
Confirm financial totals
Validate seating (if applicable)
You approve the test results before we proceed.
Step 4 — Full Migration
We will:
Temporarily disable outgoing emails to prevent accidental notifications
Run the full import during the agreed window
Reconcile all totals
Perform operational checks with you before go-live
Timeline Expectations
Migration Type | Timeline (from clean data received) |
Simple | ~3 business days |
Standard | ~5 business days |
Complex | ~10 business days |
⏱️ The clock starts only once your complete, validated data file is received and approved.
Your Responsibilities
1️⃣ Complete System Setup First
Before sending your data file, ensure all products, tickets, prices, timeslots, and seat maps are configured in Smeetz and approved by your Implementation Manager.
2️⃣ Use the Official Template Only
Do not modify column names or order
Do not add extra columns
Save as UTF-8 CSV format
3️⃣ Follow Formatting Rules
Date format:
YYYY-MM-DD HH:MM:SSDecimal separator:
.(dot, not comma)No currency symbols, no merged cells, no empty mandatory fields
Unique booking references and voucher codes throughout
Each price on its own separate line (vertical format)
4️⃣ Provide Written Approval
Before we begin, you'll confirm in writing that:
The data file is final
The migration date is agreed
The scope is confirmed
Important to Know
Migration transfers your data as provided — it does not restructure or clean it
Major data corrections may require additional scope and cost
Emails are disabled during import to prevent accidental customer notifications
Our Commitment
Every migration at Smeetz is:
✅ Tested before full execution
✅ Reconciled against your source data
✅ Approved by you before go-live
✅ Supported by your dedicated IM and TIM throughout
We're here at every step. Don't hesitate to reach out to your Implementation Manager with any questions.