Email migration moves your email data from Email Classic to Staffbase Email using the Studio Migration Wizard.

This quick start guide outlines the process to help you successfully transition to Staffbase Email.

Follow the guide step by step or jump directly to the section you need.

In this guide:

Know | See | Explore | Practice | Review | Learn 

Migrating to Staffbase Email enables your organization to replace the legacy architecture of Email Classic with a modern platform built on Staffbase Studio. Staffbase Email is structured around:

• User Groups: Define your audiences
• Folders: Organize content and workflows
• Spaces: Provide governance for large organizations (optional) 
  Spaces is an enterprise feature, and is only available if included in your plan.

▶ Watch the video on Email Classic vs Staffbase Email

Think of the migration like moving to a new house: you prepare, move your belongings, set up your new home, and finally review everything to ensure it arrived safely and is organized the way you need.

This section outlines the four phases of migration to help you successfully transition to Staffbase Email.

Prerequisites:

You have:

• Parent admin credentials for your Email Classic instance
• Verified sending domain(s)
• Contact attributes from Email Classic

Phase 1: Preparation

Before moving, you declutter so you don’t waste time moving things you no longer need. The same applies to your email migration.

Before migrating:

• List what data you want to migrate and what you will leave behind, such as:
  • unused attributes
  • distribution lists
  • templates
  • drafts
  • integrations
  • branding colors
  • aliases
• Define your communication goals
• Review how your audiences are structured
• Document your governance guidelines and share them with your team

Phase 2: Data Migration and Technical Setup

This phase is where the actual move takes place. The self-service Migration Wizard follows a clear sequence:

1. Connect your Email Classic instance
2. Select sending domains and sender addresses
3. Select the data to migrate
4. Preview migration results
5. Run the migration

Work through the wizard in order and use the preview step as your final quality check before you launch the migration.

▶ Watch the video on migrating data in the Staffbase Studio

After starting the migration, complete the required technical setup for Staffbase Email as detailed in Phase 2 of the Email Migration Self-Service Checklist. The required IT effort is typically low to moderate, depending on your current setup.

Phase 3: Core Configuration and Platform Optimization

Now that the move is complete, set up your new workspace.

• Configure folders, define governance, and ensure the right teams have access to the appropriate audiences.
• Prepare the platform for everyday use by setting up branding, reviewing or creating templates, and organizing file collections.
• If you have an Email-only Staffbase platform, configure the system email logo and support email address.
• Train your administrators and editors to confidently design, send, and analyze emails in Staffbase Email.

Phase 4: Completion & Go Live

With everything set up, perform a final review of your migrated setup. Confirm that everything is configured as expected, and send a test email to verify design, links, delivery, and tracking.

Once everything is confirmed, you’re ready to switch fully to Staffbase Email.

To deactivate Email Classic, contact Staffbase with your preferred deactivation date. Staffbase reviews your setup and coordinates the transition, starting with deactivation rather than deletion.

• Go through the Email Migration Self-Service Checklist. 
• Optionally, watch the Email Migration Self-Service Checklist video.

If you haven’t already seen the Studio guide for Email Migration, here’s your chance to go explore.

1. In the Staffbase Studio, click the question mark icon to open the Resource Center.
2. Select Email Migration.

• Access the Studio Migration Wizard: 
  1. In the Staffbase Studio, navigate to settings.
  2. Under Email Setup, select Data Migration.
• Review the Email Migration Self-Service Checklist and begin checking off the items. 
• Reach out to your Staffbase team for any support.

• Developer Portal: Overview of Employee Email (Classic) Data Migration in the Staffbase Studio
• Support Portal: Staffbase Email
• Campus Course: Email Switch Course