Welcome to our Workplace to Workvivo Migration FAQ Guide!
We’re here to make your migration process as smooth and easy as possible - This guide is designed to provide quick, clear answers to some of the most common inquiries we receive.
If you don’t see your question listed here, don’t hesitate to reach out to our support team—we’re here to help every step of the way!
Q. Why should I consider migrating?
A. - Our goal is to provide a continuity of experience for customers to ensure that when using Workvivo for the first time it feels like users are picking up from where they left off in Workplace.
Q. What will be migrated?
A. - All Users, Groups and Content from your selected date range is included in the export from Meta.
We have collaborated with the Meta team to map content from Workplace to Workvivo.
We have a natural home for virtually all content on Workplace.
This will include your Workplace groups, group profiles, users, user profiles, group memberships and roles like admins and moderators, posts, comments, reactions, knowledge centre articles and more.
We will also be migrating metadata and all assets associated with content like attachments and files, photos and videos.
Q. Can I choose to exclude certain content items from the migration e.g. the Workplace Knowledge Library?
A. – Yes, within the Workplace Admin screen you can choose which content types are migrated to Workvivo.
Q. How long does a migration export take?
A. - This can vary depending on the volume of content that is being exported from your Workplace by Meta instance. Small-scale migrations might take a few days, while large-scale migrations can take up to 3 weeks.
We encourage you to initiate the export during the Workvivo Readiness Phase / in the first week after gaining access to your Workvivo platform to give yourself ample time.
Q. Can I do multiple migrations?
A. - Yes, you can run the migration steps many times if you would like to break up your migration into chunks.
Q. Will there be any downtime?
A. - No, there will be no downtime, you will be able to use both Workplace and Workvivo while the import is completing and you will see your content being recreated in Workvivo.
Q. Is there a cap on the amount of data I can bring over to Workvivo?
A. - There is no limit on the amount of data you can migrate over to Workvivo, you can define the date range of how much content you would like to migrate e.g last 12 months, last 24 months etc. or all time.
Q. Does Workplace support read only?
A. - Unfortunately not yet, however, you can run the migration steps many times, so if you need to bring over any last minute content before you sunset Workplace and launch Workvivo, this can be done in a delta migration. We recommend carrying out a delta migration at least 72 hours before launching Workvivo to your organization.
In 2025 Workplace will support read only and is currently being developed.
Q. What is not in scope for migration?
A. - At the moment, the below are not in scope for migration:
- Events
- Badges
- Surveys
- Notes
- User Profile Banners
- Space Subcategories
Running the Migration
Q. Do I need to be assisted by Workvivo for our migration and any delta migration?
A. - No, however to ensure the most seamless experience, the Workvivo Migration team will be on hand to support you.
A. - No, once you have set-up the connection from Workplace to Workvivo you can kick off the migration yourself.
User Provisioning and Authentication
Content will be part of Phase 2. We will import content after Phase 1 is complete.
Q. When we import users, will they receive an email invitation to join Workvivo?
A. - No, users will not receive an email notification when imported. Email invitations can be triggered manually by an Admin user to other users during the Onboarding phase. Team / organization wide emails can be sent on Workvivo platform launch day.
Q. Will manually created user profiles merge with Meta migrated user profiles?
A. - To gain initial access to the Workvivo environment, Workvivo sets up a temporary admin user and provides login details. You are welcome to create more profiles for your project team so that they can access and get familiar with the platform. However, please note that these accounts will not be merged with the users' Workplace accounts when the import completes so therefore we recommend refraining from creating any activity feed content through these temporary profiles.
Once Phase 1 of the migration import is completed, your migrated Workplace accounts will appear on the platform and you can delete the temporary profiles created for your project team.
Q. When do we set up user provisioning for Workvivo?
A. - The migration of users must be complete before proceeding with the set-up of user provisioning for Workvivo. We want to ensure users' Workplace profiles are migrated onto Workvivo first and, when we proceed with the set-up of user provisioning, this will initially anchor on a user's email field to sync with their migrated Workplace account.
Q. When do we set up user authentication for Workvivo? Must this be set up before the migration completes?
A. - We recommend setting up user authentication early in the project. You can wait until the migration is complete as your project team will already have access to the solution and project activities are not dependent on your desired authentication to be set up.
If you are a delivery partner overseeing the implementation with your customer, please request a Technical Setup call with our Workvivo team to ensure everything is setup correctly.
Q. What happens to Workplace deactivated users that are migrated across to Workvivo? What is your data retention policy?
A. - By default, your Workvivo platform has the Alumni feature enabled so, when imported, any deactivated user in Workplace appears as an alumni user on Workvivo. All of their content is available to view on the platform.
If you would prefer to hide leavers and their content, Workvivo can disable the alumni setting. Deactivated users and their content will then be deleted by Workvivo after 30 days per the data retention policy.
Q. What happens external users from multi company groups in Workplace?
A. - These accounts are created as external users and will have access to your new external space within Workvivo.
Workvivo Platform Configuration
Q. If we want to change the subdomain in our Workvivo URL, when must we do this?
A. - Upon creation of your Workvivo instance, the Workvivo team will assign a URL for your Workvivo platform where <company name> is the subdomain.
If you wish to adjust what appears in the subdomain, please let the Workvivo team know as soon as possible after receiving access to the platform.
It's important this change is made before the migration and IT setup activities start as it is additional work for your IT team to change this after the tech setup is complete.
Q. Why is there demo content on the Workvivo platform? Can this be deleted?
A. - A new Workvivo instance is pre-loaded with demo content to help showcase the different features and capabilities and provide inspiration to project teams. If you do not wish to keep or repurpose this content, you are welcome to delete it. We suggest deleting any unwanted demo content right after you start the export from Meta when it's easier to see.
Q. If we are not yet ready to use some features in Workvivo, can we deactivate them?
A. - If there are certain features enabled by default that you do not wish to use yet, please submit a request via our Help Center / ask your Onboarding Project Manager to disable them for you. Please note that some features and sections cannot be disabled / hidden but this will be explained once you raise your request.
Delta Migrations
Q. When should we run a delta migration?
A - We recommend kicking off your delta migration export no later than 3 business days before your launch day with Workvivo.
Q. What do I need to start a delta migration?
A. -To start your delta migration, you require a new migration code. To generate the code follow the steps here: https://support.workvivo.com/hc/en-gb/articles/20040858740381-Meta-s-Workplace-Migration-Partner
Q. What is imported in a delta migration?
A. -Delta migrations bring over new content - they do not adjust settings or update existing content. For example, if a page is migrated during the initial migration export to Workvivo and an element on this page is subsequently edited on Workplace this edit will not come over to Workvivo as part of the delta. Newly created pages in the Knowledge Library after the initial export will be included as part of the delta migration.
Similarly if edits are made on Workvivo after the initial migration these will not be impacted by the delta.
Q. Does a delta migration affect provisioned users? If so, in what way?
A. - No, only new accounts will be created as part of the delta migration.
If you have any additional queries, please submit a request via our Help Center.