In this video, we'll explore why organizations are moving from Email Classic to Staffbase Email and what has changed to help give you better structure and scalability in your email communications.

Email Classic was built on a more basic architecture, which led to limitations in scalability and stability over time. As communication needs have grown, these constraints have made it harder to manage complex enterprise-level communication effectively.

Staffbase Email takes a different approach. It's built on a modern governance-driven foundation that improves how communication is structured and secured. With scalable architecture on Microsoft Azure, modernized code, and seamless integration into the Staffbase ecosystem, it offers greater reliability, performance, and control. The result is a platform designed to support secure, scalable communication ready to grow with your organization.

To understand this new approach, let's look at the core building blocks that structure communication in Staffbase Email. Staffbase Email structures communication around three core building blocks: user groups, folders, and spaces. User groups define audiences, while folders and spaces organize where teams create and manage content, making communication easier to scale. Instead of managing individual access rights, you can focus on structuring your content.

During migration, manually maintained distribution lists are transformed into centrally managed user groups. Static lists become manual user groups that can be created through CSV uploads for one-off or temporary communications. Dynamic lists become conditional user groups, and contact attributes transform into user profile fields such as department, location, or role.

Conditional user groups are based on profile fields, synchronized from systems like Microsoft Entra ID, Workday, CSV imports, or APIs. As employee data changes, these groups update automatically. These user groups make audience management more consistent and scalable. This ensures the right content always reaches the right people without the need for manual list management.

Folders act as team workspaces where sender, audience, and editing permissions are defined, ensuring clear governance and ownership, determining who can create and send emails to which audiences.

Spaces provide an additional layer of organization by grouping folders, making them especially useful for larger organizations that need both oversight and flexibility. They enable teams to work independently while maintaining centralized governance. For example, a departmental news space can have folders per department, or a regional space can have folders for each region.

Now that we've seen how content is structured, let's look at how access and permissions are managed. At the lowest level, we have a user. Next, we have managing editors. And finally, with the highest level of access, we have administrators.

The user has basic access and minimal permissions. The managing editor can create and manage folders, but they don't have access to global settings like branding, users, or user groups. The administrator has the highest level of permissions, typically focused on organization-wide administration.

Now let's look at how this works in practice. Before I move on, feel free to take a screenshot of this slide, as it includes a lot of helpful details when it comes to permissions.

Now let's tie it all together and show an example of what this could look like. As an example, a marketing space might include folders like company values, customer stories, and go green initiatives.

In the folder settings, you will see a list of space admins who handle overall governance, folder editors who manage content and audience access, and user groups that define exactly who each folder targets. Together, this structure keeps content organized, controlled, and relevant to the right audience.

With roles and permissions in place, let's see how sender settings and audience targeting work in practice. In Email Classic, a single alias defines display name, email, and reply to. Staffbase Email, on the other hand, separates these elements.

During migration, aliases become sender addresses that are configured at the folder level, and display names become sender names defined in the sending flow, enabling more flexible and targeted communication.

When sending a message, you simply choose your audience during the sending flow, selecting the relevant user groups or individual recipients. The same audience setup is also reflected at the folder level, where you can define which groups and individuals each folder can target.

Now that we've covered structure and targeting, let's look at how your communication is branded and consistent in Staffbase Email. Staffbase Email offers great branding flexibility with custom fonts and advanced design options. In Staffbase Email, you can also create tailored templates while maintaining your brand consistency.

In Email Classic, templates are organized in folders. In Staffbase Email, they're managed in template galleries where centralized approved templates are assigned to spaces and folders, ensuring teams see only what's relevant to them.

With Staffbase Email, you can unlock even more strategic ways of planning and measuring your communications effectiveness. Once your structure with user groups and folders is in place, Staffbase Email enables more strategic communication. An editorial calendar helps you plan and align messaging, while campaigns allow you to track related emails and measure their performance holistically. Built-in analytics go beyond basic metrics with filtering by user groups and audience attributes, as well as API access for deeper analysis in external tools.

Let's look at how some organizations are already benefiting from these capabilities in practice. A global construction company improved their efficiency with automated audience management through conditional user groups, clearer governance using structured folders and sending permissions, and built-in analytics to measure their communications effectiveness.

A sports equipment company streamlined adoption by preparing their folder structure in advance, enabling clear ownership and sending permissions that made it easy for teams to manage communications on their own.

And finally, a biotechnology company scaled communication across departments and regions by using spaces and a phased migration approach, maintaining clarity, control, and consistency as they grew.

Moving to Staffbase Email is more than a migration. It's an opportunity to modernize internal communication with structured audiences, clear governance, and scalable collaboration tools.

When you're ready to make the switch to Staffbase Email, contact your Staffbase team to get started. Thank you.

In this video, we will walk you through the migration process from Email Classic to Staffbase Email. You will learn how to connect your Email Classic instance, select the data to migrate, and trigger the migration.

To begin the migration, go to Settings, then Email Setup, and select Data Migration in the Staffbase Studio. Click Connect Email Instance and enter the Parent Admin email address and password for an Email Classic instance. Only one instance can be connected at a time. The connection can only be removed before a migration starts. Once a migration is running or completed, the Classic account can no longer be disconnected.

Next, select Sending Domains and Sender Addresses you want to migrate. You can choose all domains or only specific ones. Keep in mind that sender addresses require the related sending domain to be selected. For business packages, only one sending domain can be selected unless the setup is expanded by Staffbase.

Select the data you want to carry over. This can include users, contacts, lists, templates, email data, and branding. The system automatically respects dependencies. For example, distribution lists require contacts and email data require users. You can also limit the migration by start date, select individual emails, or choose specific template folders to migrate.

Before starting the migration, review the preview and verify the number of items that will be migrated. If anything looks incorrect, you can edit your selection. Once everything is confirmed, click migrate and confirm the dialogue.

The migration process can be monitored from the overview page. While the migration runs, the action menu is locked. After migration completion, the page displays the migration status and the date of the successful migration.

Once your migration is complete, your Email Classic data is now available in Staffbase Email. You can review the migrated assets, adjust your communication structure, and begin creating emails in your new platform.