Avoma Data Export and Migration Checklist

An Avoma migration is complete only when the buyer can prove which meeting artifacts moved, which relationships survived, which items must be rebuilt or archived, and which source access was revoked or deleted. A downloaded transcript is useful evidence, but it is not proof that recordings, speakers, notes, actions, scorecards, comments, CRM associations, permissions, and history moved together.

This guide was evaluated from public Avoma documentation on August 8, 2026. Gangly did not execute an Avoma export or receive a private portability package. Confirm the signed order form, plan, permissions, API entitlement, rate limits, retention, assistance, and termination terms with Avoma before relying on any path.

Define the Avoma exit boundary

This page owns Avoma-specific exit control. The Avoma review and Gangly versus Avoma comparison address product fit; the call-recording buyer guide addresses category selection; and the CRM migration checklist governs a change of CRM authority. Do not mix replacement selection with proof that the incumbent is safely exited.

Freeze source workspace, subscription and add-ons, seats, admins, API access, conferencing and calendar connections, CRM integrations, capture modes, storage, retention, legal holds, target, archive, snapshot time, final capture time, rollback window, deletion date, and approvers. Name owners for program, Avoma administration, data, security, privacy, CRM, target, finance, legal hold, validation, rollback, and destruction.

Write hard gates before export. Examples are zero unauthorized recording, complete eligible media custody, complete critical CRM edges, no permission leakage, accepted transcript and action ownership, safe dual capture, tested rollback, revoked credentials, and documented deletion exceptions. A high average reconciliation rate cannot offset exposed private calls or missing legal-hold media.

Inventory artifacts, relationships, and rights

Inventory meetings and calls; calendar or conferencing source; recording audio and video; transcripts, turns, timestamps, languages, and speaker identities; notes, summaries, key takeaways, Smart Topics, sentiments, and keywords; actions, owners, due dates, and completion state; comments and private notes; snippets and playlists; scorecard definitions, evaluations, coaching artifacts, and history; users, guests, managers, teams, roles, voiceprints, and inactive owners; templates, purposes, outcomes, vocabulary, and configuration.

Add CRM account, contact, lead, opportunity, event, and activity IDs; calendar and conferencing IDs; public and private sharing; permissions; recording notice and consent evidence; retention, holds, deletion state, integrations, webhooks, API clients, and support-created exports. For every row record stable source ID, parent and edge IDs, owner, eligible count, required fields, sensitivity, authority, plan/right, extraction path, target disposition, retention, acceptance test, exception owner, and evidence link.

Label portability without assuming bulk export

Assign one label: documented exportable, buyer verified, partial, reconstruct, contract or support dependent, or unavailable. Store the opened official URL, plan, permission, format, fields, relationships, pagination, rate behavior, test date, and sample result. A visible UI object, an endpoint, or a vendor assurance does not establish complete history or bulk rights.

Avoma’s meeting-download guide documents per-meeting video, audio, and transcript downloads, with VTT or TXT transcript formats and access for specified roles. That is evidence for the described operation, not a claim that every meeting can be bulk downloaded or that notes, actions, comments, scorecards, and relationships accompany each file.

The Avoma API documentation describes meetings, recordings, transcriptions, insights, speakers, scorecards, engagements, CRM associations, authentication, and endpoint-specific pagination. Freeze the schema actually returned by your entitlement. Do not infer endpoints, scopes, historical versions, media URLs, or bulk completeness beyond the current specification and a buyer-run test.

Mark templates, vocabulary, comments, private notes, playlists, coaching history, permissions, public links, consent evidence, audit logs, deleted artifacts, and complete retention state as vendor-confirmation required unless an opened source and reproduced result establish the path. Avoma notes that features vary by role, subscription, enabled products, and integrations in its workspace guide.

Freeze capture and preserve snapshot plus delta

Announce a configuration freeze for templates, vocabulary, purposes, outcomes, scorecards, users, teams, permissions, recording rules, retention, public links, integrations, and CRM mappings. Record snapshot start and completion in UTC. Log every approved change afterward as an ordered delta.

1. Inventory scheduled meetings, in-progress calls, processing recordings, uploads, failed captures, and pending CRM writes.
2. Preserve configuration and counts before disabling anything. Do not shorten retention or remove seats needed to repeat extraction.
3. Stop automatic calendar, conferencing, dialer, upload, and API capture in a rehearsed order. Define treatment for a meeting that begins before cutoff but finishes processing later.
4. Extract the full eligible snapshot, then a final delta using stable timestamps and IDs. Preserve tombstones or deletion evidence where available.
5. Reconcile: eligible meetings = accepted captured meetings + approved exclusions + failed or quarantined meetings + documented post-cutoff meetings.

Keep one capture authority at cutover. Two bots joining the same meeting can duplicate notices, recordings, CRM activities, summaries, and participant confusion. A bounded dual-capture test is acceptable only with consent, an explicit purpose, and one writer for downstream CRM and notifications.

Export immutable files and manifests

Store raw API JSON, CSV, audio, video, VTT/TXT, and approved configuration evidence unchanged in encrypted, access-controlled storage. Create a manifest containing tenant, endpoint or UI operation, filters, page/cursor, requester, UTC start/end, schema version, filename, bytes, rows, media duration, error, retry, exclusion, and SHA-256 digest. NIST publishes the Secure Hash Standard; the digest proves file identity across transfers, not semantic correctness.

Transform working copies, never raw evidence. Preserve source IDs and a source-to-target crosswalk. Profile distinct IDs, duplicates, null critical fields, orphan speakers, missing media, impossible timestamps, truncated text, absent pages, inaccessible owners, and inconsistent CRM links. Sample raw export against the source UI before source access changes.

For media, record codec, container, duration, channels, bytes, digest, and playback result. For transcript turns, preserve meeting ID, speaker ID, start/end times, text, language, and ordering. For actions, preserve the meeting, source action ID, text, owner, due date, completion state, and provenance. A plain summary that mentions a task does not recreate structured ownership.

Reconcile meetings, media, fields, edges, and history

• Meeting reconciliation = accepted target/archive meetings ÷ eligible source meetings.
• Media reconciliation = playable, correctly linked media ÷ eligible media.
• Field fidelity = correct tested required values ÷ eligible tested values.
• Edge reconciliation = correct meeting-speaker, artifact, CRM, user/team, action-owner, and scorecard edges ÷ eligible edges.
• History coverage = accepted required versions or events ÷ eligible required versions or events.
• Duplicate rate = unintended extra target artifacts ÷ eligible source artifacts.

Report denominators, exclusions, and results by owner, team, meeting source, language, age, privacy, CRM association, media type, legal hold, and deletion state. Reconcile full counts for critical objects and use a frozen stratified sample only where full value comparison is impractical. A transcript with missing speaker/timestamp relationships fails even when its text count matches.

Reproduce known-answer actions, due dates, owners, scorecard totals, and CRM association counts independently. Quarantine transformations that cannot preserve meaning. Obtain business, privacy, security, CRM, and data-owner sign-off on exceptions; an engineer’s successful job status is not business acceptance.

Stage the target and run controlled dual capture

Load users, teams, permissions, source-ID crosswalks, and CRM identity mappings before meetings. Then load metadata, media, transcript/speaker structures, CRM edges, and supported derived artifacts in dependency order. Keep target capture, public sharing, notifications, coaching automation, and CRM writes disabled.

Seed difficult cases: private meetings, public links, inactive owners, external guests, duplicate contacts, merged accounts, multiple opportunities, missing speakers, long media, multiple languages, incomplete actions, edited scorecards, held meetings, and failed recordings. Replay the same import to prove idempotency. Revoke a credential, interrupt a media transfer, repeat a page, omit a page, and send a late delta; failures must be visible and safely recoverable.

Dual-capture a small, consented set across meeting sources while only one platform writes CRM. Compare capture eligibility, bot/participant behavior, media, transcript structure, speakers, actions, CRM association, permissions, retention, export, and deletion. This verifies transition mechanics; it does not prove that the destination is more accurate.

Cut over or roll back with hard gates

Write the exact order for source stop, delta extraction, manifest close, transformation, target import, reconciliation, target activation, monitoring, and approval. Define the abort owner and decision deadline. Preserve a source read-only window until critical gates pass.

Rollback must disable target capture, sharing, notifications, and writes; export target-only deltas; preserve meetings captured after cutover; restore only approved source connections; replay no artifact twice; and notify affected users. Test rollback before the production event. A plan that depends on a canceled subscription, deleted account, or expired API key is not a rollback plan.

Hard-stop on unauthorized recording or sharing, critical media loss, permission leakage, lost consent/hold state, unacceptable CRM-edge loss, destructive duplicates, invisible extraction errors, uncontrolled double capture, or untested recovery. Document lesser defects with owner, business impact, workaround, deadline, and signatory.

Revoke access, decommission, and prove deletion

After acceptance and hold review, revoke API credentials, webhooks, OAuth grants, calendar and conferencing connections, CRM integrations, SSO assignments, service identities, public links, guest access, browser/app access, exports, and support access. Record timestamps and test that credentials and shared links no longer work. Avoma documents private, organization, and public meeting sharing, so shared-link review belongs in decommissioning.

Avoma’s account-deletion article says recordings and associated data are permanently deleted from its system and backups. Bind that statement to written confirmation of the exact customer workspace, account scope, subprocessors, support artifacts, retention exceptions, legal holds, and completion date. Do not delete before export acceptance and rollback expiry.

Retain the approved contract, source inventory, portability register, raw manifests, checksums, mappings, reconciliation, exception log, sign-offs, revocation tests, deletion request, vendor response, and archive retention schedule. “Subscription canceled” is not deletion evidence.

Apply the worked example and calculate TCO

This fictional arithmetic demonstrates the controls; it is not an Avoma result. Suppose 1,200 meetings are eligible, 1,176 reconcile in the target/archive, 600 media files are eligible and 588 are playable and correctly linked, 2,400 critical edges are expected and 2,328 reconcile, while six unintended duplicate meetings appear.

These values are not automatically acceptable. If the 24 missing meetings include held recordings or the 72 missing edges include consent or CRM opportunity links, stop. Publish exceptions by severity and denominator rather than hiding them inside one percentage.

Migration TCO = source overlap + destination licenses and setup + export/API/vendor assistance + engineering + media storage and transfer + mapping and validation + privacy/security/legal + training + monitoring + remediation + rollback capacity + archive + decommission and deletion. Add opportunity cost and a contract-extension scenario. Do not subtract the source subscription until access is truly retired.

Print the Avoma migration checklist

Gangly does not make Avoma data portable and is not the presumed target. If Gangly is evaluated as a downstream workflow layer, keep the CRM authoritative and test only approved source evidence, rep review, field-level write authority, replay, permissions, failure recovery, and incremental cost. The conversation-intelligence integration guide covers that boundary.