Many MSPs know their documentation tool isn’t working for them. But they stay anyway. Why? Because moving years of client notes, asset records, and how-to articles feels impossible. Nobody wants to copy thousands of pages by hand. A good MSP documentation migration should move your knowledge for you, safely, so your team can switch tools without starting from scratch.
In this post, we’ll explain what makes a migration safe, what to watch out for, and how we’re building import tools into RebelPSA’s Documentation Center.
Why MSPs Put Off Switching
- Too much content. Years of documentation can mean thousands of records.
- Fear of losing data. What if something important doesn’t come over?
- Messy structure. Records in the old tool might not match the new one.
- Downtime. Your team can’t stop working while you move.
These are real worries. A good migration process answers each one.
What a Safe Documentation Migration Looks Like
Preview Before You Import
RebelPSA’s import tools are designed to show you a summary first: what will be brought over and where there might be conflicts. You decide before anything changes.
Keep Your Structure
Your old tool organized information by client, asset type, articles, and folders. The import maps each of these to its matching place in RebelPSA: clients, structured documentation templates, knowledge base articles, and folders. Your team will recognize their documentation in its new home.
Runs in the Background
Large imports run in the background. Your team keeps working while the move happens.
An Undo Button
Mistakes happen. RebelPSA tracks each import batch, so if something doesn’t look right, you can roll that batch back within a set window instead of cleaning up by hand.
A Note About Passwords
Many documentation tools store passwords. For security, RebelPSA does not copy password values during an import. Instead, it creates a placeholder so you know a credential belongs there, and your team re-enters it securely. This keeps passwords from passing through export files, where they could be exposed. It takes a little extra time, but it’s the safe way to move sensitive data.
Tips for a Smooth Migration
- Clean up first. Archive old clients and outdated docs before you move.
- Start with one client. Test the import on a small client and check the results.
- Plan your templates. Decide how asset types should look in the new system.
- Schedule password re-entry. Give your team time to add credentials securely.
- Tell your team. Let everyone know the switch date and where to find things.
Frequently Asked Questions
Will my documentation keep its structure?
Yes. The import maps clients, assets, articles, and folders to matching places in RebelPSA.
Are passwords imported?
No. For security, password values are not imported. RebelPSA creates placeholders so your team can re-enter them safely.
Is documentation import available now?
Documentation import has been released for many competitor document centers, but we continue to do development and testing to further enhance the import process. Contact us to talk about your migration and timing.
Switch Tools. Keep Your Knowledge.
Your documentation is years of hard-won knowledge. You shouldn’t have to give it up to get a better tool. With a safe, structured migration, you can move forward and bring your knowledge with you.
Thinking about switching? Visit rebelpsa.com to talk with our team.