Sales Training Platform Migration Checklist

A sales training platform migration succeeds when learners retain appropriate access, required content remains usable, assignments and prerequisites behave correctly, and completion, assessment, certification, coaching, and audit evidence can be reconciled. Copying course files without the learner graph—or copying progress without the versioned course—does not preserve training evidence.

This checklist uses official documentation reviewed August 8, 2026. Gangly did not execute a universal LMS or enablement-platform migration. Plans, APIs, exports, standards support, retention, and contracts differ. Confirm exact entitlements and reproduce a representative export/import before cancellation.

Define the training-platform migration boundary

This page owns incumbent exit and target continuity. Use the sales-training software guide for selection, the training-program guide for curriculum, the onboarding plan for new hires, and the coaching tools guide for category choice.

Define whether the project is full replacement, consolidation, historical archive, content move, or learner-record move. Freeze tenant, plans, users, integrations, content owners, target, archive, snapshot, final-learning cutoff, parallel-access window, rollback deadline, cancellation, retention, legal holds, deletion and signatories. Name program, training, content, HR/privacy, IT/security, SSO, data, target, validation and rollback owners.

Hard gates include no lost mandatory completion/certification evidence, no learner access leakage, correct assignments/prerequisites, usable required media, accepted assessment history, one authoritative target after cutover, tested rollback, revoked access and documented retention/deletion exceptions.

Inventory learning content, records, relationships, and rights

Inventory users, managers, instructors, admins, roles, groups/cohorts, branches and inactive accounts; courses, curricula, modules, lessons, documents, slides, video/audio, captions, links, quizzes and versions; assignments, enrollment dates, prerequisites, due dates and recurrence; progress, completions, time, attempts, answers, scores, pass/fail, certificates and expiry.

Add roleplays, simulations, recordings, transcripts, feedback, coaching notes and rubric versions; content metadata, tags, competencies, localization and accessibility; SCORM packages, xAPI/cmi5 statements and LRS; APIs, webhooks, HRIS/CRM/calendar/video integrations; SSO/SCIM, permissions, public links, consent, retention, deletion, audit and change history.

For every artifact record stable source ID, parent/child and membership edges, version, owner, learner, eligible count, sensitivity, authority, export right/path, format, target disposition, retention, acceptance test, exception owner and evidence. Preserve course-version-to-completion and rubric-version-to-attempt edges; a score without the instrument version is weak evidence.

Use the sales onboarding software guide only if the target decision remains open; do not let migration convenience silently choose the replacement.

Label content, record, media, and configuration portability

Use documented exportable, buyer verified, support/contract dependent, reconstruct, archive-only, or unavailable. Store source URL, edition, permission, filters, format, scope, relationships, history, limitations, test date and sample result.

TalentLMS documents user report exports with progress, learning-activity results and certificate links, and a training matrix with assignments/status and optional score/progress. These reports establish described fields—not full question attempts, course packages, media, comments, permissions, audit history, or target importability.

Moodle’s course backup documentation describes selected activities and optional user data subject to backup settings and permissions. A package proven restorable in Moodle is not automatically portable to a different vendor. Mark every artifact separately.

ADL describes xAPI as communication of learner-performance statements to a Learning Record Store in its service definitions. xAPI statement access does not by itself package course content, reproduce LMS assignments, or prove a target interprets verbs, activity IDs and extensions identically. SCORM likewise requires package and runtime testing.

Freeze changes and preserve snapshot plus final delta

1. Freeze course/module versions, assignments, prerequisites, rubrics, certificate rules, groups, roles, integrations, SSO and retention.
2. Count active learners, enrollments, in-progress attempts, scheduled sessions, assignments due, expiring certificates, processing media and pending syncs.
3. Record snapshot start/end in UTC. Export configuration before learner records; log every approved change after snapshot.
4. Set a final-learning cutoff and delta policy for completions, attempts, feedback and certifications recorded during extraction.
5. Keep source access and required licenses until exports can be repeated, target acceptance passes and rollback expires.

Do not freeze mandatory learning without an exception channel. Publish how learners finish urgent content, where new evidence is captured, and how the final delta incorporates it. Avoid dual entry by assigning one record authority for each time window.

Export immutable packages, records, media, and manifests

Preserve raw course packages, source assets, media/captions, report CSV/XLSX, API JSON, xAPI statements, certificates, configuration evidence and mappings unchanged in encrypted storage. Manifest tenant, operation/endpoint, filters, requester, UTC time, schema/version, filename, bytes, rows, media duration, errors, exclusions and checksum.

Transform working copies only. Preserve user, course, module, assignment, attempt, certificate, rubric, media and statement IDs in crosswalks. Profile duplicate learners, missing emails/external IDs, orphan attempts, completion without assignment, conflicting score, expired certificate, missing caption, broken package, inaccessible recording, removed instructor and incomplete pages.

Apply least privilege and data minimization. Training exports can contain performance, manager feedback, recordings and identity data. Use the NIST Privacy Framework alongside applicable employment/privacy requirements and counsel; this checklist is not legal advice.

Reconcile users, progress, attempts, edges, media, and history

• User reconciliation = accepted target/archive learner identities ÷ eligible source learners.
• Progress reconciliation = accepted learner-course states ÷ eligible source learner-course states.
• Attempt fidelity = correct tested answers/scores/status/timestamps ÷ eligible tested attempt values.
• Edge reconciliation = correct cohort, assignment, prerequisite, course-version, attempt and certificate edges ÷ eligible edges.
• Media reconciliation = playable, correctly linked and access-controlled media ÷ eligible media.
• History coverage = accepted required versions/events/audit records ÷ eligible documented history.

Report denominators and exclusions by cohort, role, course, status, region, age, certification, mandatory/optional, media type and accessibility. Full-reconcile mandatory training, active certifications, permissions and legal-hold artifacts. Use a frozen stratified sample for high-volume attempts. A “completed” flag without course version, completion time and evidence may fail audit needs.

Reconstruct and stage the target safely

Configure SSO/SCIM and roles first, then groups, users, content metadata, packages/assets, courses/modules, prerequisites, assignments, learner records, certificates, integrations and notifications. Keep invitations, reminders, expirations, CRM/HR writes and public links disabled.

Seed active/inactive users, changed email, manager transfer, overlapping cohorts, recurring certification, expired certificate, partially complete course, multiple attempts, failed/pass-reset assessment, inaccessible media, SCORM/xAPI content, roleplay recording, private feedback and deleted instructor. Replay imports to prove idempotency and correct update behavior.

Run parallel access and prove rollback

Give a bounded learner/manager/admin cohort access to both systems while one is authoritative for new completion evidence. Test login, assignment, prerequisite, launch, resume, attempt, score, completion, certificate, recording access, accessibility, manager report and integration updates. Compare expected and observed states daily.

Cutover order should cover source freeze, final delta, target load, reconciliation, notification enablement, authority switch and monitoring. Rollback disables target assignments/notifications/writes, exports target-only evidence, preserves post-cutover attempts, restores only approved source access and prevents duplicate certificates or reminders. Stop for lost mandatory evidence, permission leakage, wrong learner identity, destructive duplicate/reset, broken required content or untested rollback.

Decommission, revoke, and collect deletion evidence

After acceptance and hold review, revoke API keys, webhooks, HRIS/CRM/video/calendar OAuth, SSO/SCIM, service identities, public links, user/admin access, support access and scheduled reports. Prove credentials and links fail.

Submit a contract-governed return/deletion request covering content, learner records, recordings, feedback, derived analytics, logs, exports, backups, subprocessors, support artifacts, holds and retention exceptions. Collect scope, ticket, completion date and exceptions. Cancellation is not deletion evidence; do not promise universal deletion timing without official contractual proof.

Apply the worked example and calculate TCO

This fictional arithmetic is not a platform result. Of 1,000 eligible learners, 990 reconcile; 4,850 of 5,000 learner-course states match; 1,920 of 2,000 critical edges reconcile; 470 of 500 media items play with correct access; and 970 of 1,000 certificates retain required version/date evidence.

TCO = source overlap + target licenses/setup + vendor export/support + content conversion + engineering + media transfer/storage + learning-record validation + privacy/security/legal + accessibility QA + training/change + monitoring/remediation + rollback + archive + deletion. Missing mandatory certification evidence is a hard stop regardless of averages.

Print the sales training migration checklist

Gangly is not an LMS or LRS and does not make training records portable. If evaluated as a sales workflow layer after migration, keep training evidence, permissions, human review and system-of-record authority separate.