The reason most fleets stay on a system they have outgrown is not loyalty to the software. It is the migration itself — the fear of losing years of service history, of running two systems in parallel while nobody is sure which one is right, and of asking site teams to learn something new in the middle of a live project. Those concerns are reasonable, and a migration that ignores them tends to stall halfway. What makes the difference is sequencing the move so the fleet keeps operating throughout and each day produces something usable. You can walk through the plan against your own fleet in a free 30-minute session.
Switching From a Legacy Fleet System, Without Losing a Week to It
Existing equipment records, service history, and PM schedules import from spreadsheets or a legacy system, with the fleet live and operating throughout the move.
The Week, Day by Day
Export and assess
Pull the asset list, service history, and schedules out of the existing system, and see honestly what condition the data is in before anything is imported.
Import the asset register
Machines, identifiers, sites, and meter readings load first, because everything else attaches to them.
Attach history and documents
Service records, certificates, and open work orders land against the assets they belong to rather than in a general archive.
Configure schedules and checklists
PM intervals, inspection checklists, and alert routing are set to match how your sites actually operate.
Go live on one site
A single site runs the new process end to end, which surfaces anything that needs adjusting before the rest follow.
What Comes Across With You
Every machine with its identifiers, category, current site, and accumulated meter readings.
Past services and repairs, so the cost trend and fault history do not restart at zero.
PM intervals and next-due positions, carried over rather than rebuilt from assumptions.
Certificates and compliance records, attached to the specific asset each belongs to.
Work orders still in progress, so nothing in flight is dropped during the changeover.
See the Plan Against Your Own Data
Bring a sample export and we will show you what imports cleanly and what needs attention first.
Three Things That Actually Determine the Timeline
A week is realistic for most fleets, but it depends on these rather than on the software. Worth knowing before you start.
The state of the source data
A clean asset register imports quickly. Machines duplicated across sheets, inconsistent identifiers, or missing meter readings take longer, and no import process can invent what was never recorded.
How long you run in parallel
Some fleets go live directly, others keep the old system readable for a period. Running both as active systems for months is what genuinely stalls a migration.
Whether one site goes first
Starting everywhere at once looks faster and usually is not. A single site going live first catches configuration issues while they are still cheap to fix.
Frequently Asked Questions
What if our existing records are incomplete or messy?
That is the normal starting position. The import handles what exists, gaps are visible rather than hidden, and the record improves from the point you go live. You can see how your own export looks on a call with our team.
Does the fleet stop operating during the migration?
No. Sites continue working throughout, and the changeover happens site by site rather than as a single cutover across the whole fleet.
Can we import from spreadsheets rather than a formal system?
Yes. Spreadsheet exports are one of the most common sources, and the process is the same as importing from a legacy application.
What happens to work orders that are open when we switch?
In-progress work orders come across with the assets they relate to, so nothing currently being worked on is lost in the changeover.
How much of our team's time does this take?
Most of the effort sits with whoever knows the existing data, mainly on day one. Site teams are involved from the go-live day rather than throughout. Start with a free trial to test the first steps.
Move Without Leaving Your History Behind
Bring assets, service history, PM schedules, documents, and open work orders across in a sequenced week, going live one site at a time so the fleet keeps working while the move happens.
