Migrating to a New Refund System: Data Transfer and Staff Transition Guide

Switching refund systems mid-operation feels risky. What about pending requests? Will staff need complete retraining? Can you transfer historical data? This guide walks through a smooth migration process that minimizes disruption.

Phase 1: Preparation (1 week before)

Don't rush the switch. Spend a week preparing staff, clearing the queue, and setting up the new system in parallel.

1. Install LD Refund System and complete basic configuration
2. Test all refund types in a staging environment
3. Document differences from your current workflow
4. Announce migration date to players and staff
5. Set a queue freeze date—no new requests 48 hours before migration

Phase 2: Data migration

Historical refund data has value for disputes and pattern analysis. Export it from your current system and import what's relevant.

Phase 3: Staff training

New interfaces mean new training. Even experienced staff need dedicated sessions on the new system. Don't assume they'll figure it out.

• Schedule 2-hour training sessions for all refund staff
• Cover new commands, dashboard features, and workflow differences
• Provide a quick reference guide for the first week
• Designate 'migration champions' who can answer questions

Phase 4: Cutover day

The actual switch should be anticlimactic if you've prepared well. Process any remaining requests in the old system, then redirect all new requests to the new one.

1. Complete all pending requests in the old system
2. Disable the old refund commands/channels
3. Enable LD Refund System commands
4. Update pinned messages and documentation links
5. Monitor staff questions closely for the first 24 hours

Phase 5: Post-migration support

The first week after migration is critical. Staff will have questions, players will be confused, and edge cases will appear. Plan for increased support load.

Common migration mistakes

• Migrating during peak hours (choose low-activity times)
• Skipping staff training ('they'll figure it out')
• Deleting old system data immediately (keep backups 90 days)
• Not testing with real refund scenarios before cutover
• Forgetting to update documentation and automated messages

Migration is a project, not an event. Plan each phase, communicate clearly, and give yourself buffer time. The investment pays off in a cleaner, more efficient refund operation.