Ada to Ada Migration — Merge & Consolidate Instances

KEY CHALLENGES

What makes this migration complex

These are the architectural mismatches and technical hurdles specific to a Ada to Ada migration.

Most Critical

No Conversation Import Endpoint

Ada exposes no POST endpoint that accepts historical conversation or message records, meaning all conversation data can only be archived externally and never surfaced natively within the target instance.

Blocks all downstream imports if mapped wrong

Data Export API Time Horizon

The Data Export API surfaces only the last 12 months of conversation and message data, requiring teams to accept permanent loss of older records or source them from a separate data warehouse before migration begins.

End User Volume Rate Limits

The End Users API is capped at 60,000 requests per day, meaning large user bases of 500,000 or more profiles require a minimum of nine sequential days to transfer under standard rate limit constraints.

Scripted-to-Generative Model Gap

Scripted bot objects such as Answers, Blocks, and Request Blocks have no automated conversion path to the generative agent equivalents of Knowledge Articles, Actions, and Playbooks, requiring manual reconstruction through the Ada dashboard.

Playbook and Coaching Non-Exportability

Playbook configurations and coaching data are only accessible through the Ada dashboard and are not exposed via any API, making them impossible to migrate programmatically and requiring full manual recreation in the target instance.

Integration Re-Authentication Requirements

While integration configurations can be read from the source instance, connected external platforms require re-authentication and credential re-entry in the target instance, creating dependency on third-party system access during cutover.

MIGRATION RISK ASSESSMENT

Every migration risk, already solved

Migration between platforms is full of edge cases. Our engineers have identified every risk from Ada to Ada and built proven solutions for each one.

High complexity

Conversations

No import endpoint exists for historical conversations, meaning this data can only be archived to external storage and will never be natively accessible to agents or AI responses within the target Ada instance.

Solved
Messages

Like conversations, individual message records are exportable via the Data Export API but cannot be loaded into the target instance, and the 12-month export window creates a hard ceiling on historical data availability.

Solved
Variables

The Variables API is read-only, meaning metavariable definitions including keys, types, and display names cannot be imported programmatically and must be manually recreated in the target instance before dependent end user or conversation data is loaded.

Solved
Playbooks and Coaching

Playbook and coaching configurations have no API export or import surface and are only accessible via the dashboard, requiring complete manual reconstruction with no automated migration path available.

Solved

Custom engineering

End Users

End users can be created and updated via API, but the 60,000 requests-per-day rate limit introduces significant timing risk for large user bases and requires careful scheduling relative to go-live deadlines.

Handled
Glossary

The glossary supports CSV export and import, but the import operation performs a full replacement of the existing glossary rather than a merge, creating a risk of overwriting any content already configured in the target instance if the import is not timed carefully.

Handled
Integrations and Webhooks

Integration and webhook configurations are API-readable and importable in terms of structure, but connected platforms require re-authentication in the target instance, introducing operational dependency on third-party credential availability during cutover.

Handled

Clean transfer

Knowledge Articles

The Knowledge API supports bulk upsert with full read/write coverage for articles, sources, and tags, making this the cleanest and most reliable migration path in Ada's ecosystem, subject to a 50,000-article-per-instance default limit.

Clean
Custom Instructions

Custom instructions are fully accessible via the Custom Instructions API with both read and write support, making them straightforward to extract from the source and load into the target instance.

Clean
Persona

Persona configuration is readable and writable via the Persona API, allowing bot personality and tone settings to be transferred programmatically with minimal transformation required.

Clean

MIGRATION TIMELINE

Your Ada to Ada migration, step by step

See how long your migration will take from start to finish. Drag the slider to estimate based on your data volume.

How many records are you migrating?

<10K 50K 100K 250K 500K 1M 2M 5M 10M+

Checklist ~3 days

Sample 1 day

Review ~2 days

Full 2 days

Delta 1 day

Your team ClonePartner

Estimated total

~9 business days

Migration Checklist

1 day · ClonePartner ~2 days · Your team

We prepare the optimal data mapping as a shareable spreadsheet. Your team reviews, approves, and adds any customizations.

Sample Migration

1 day · ClonePartner

We run a test migration with a representative sample of your data to verify mapping accuracy and identify any potential issues before the full run.

Review & Approve

~2 days · Your team

Your team reviews the sample migration results, confirms data accuracy and mapping, and gives the go-ahead for the full migration.

Full Migration

2 days · ClonePartner

We execute the complete migration of all your data to your new Ada, with real-time progress tracking and comprehensive logging.

Delta Migration

1 day · ClonePartner

We capture and transfer any new data that was added or updated during the main migration to ensure no data is lost. This final sync keeps everything current.

Feature / Criteria	ClonePartner	Automated Tools	CSV Import	In-house migration
Custom Scripting for complex data	✓ Engineers build & maintain	✗ No	⚠ Manual	✓ Yes – but costly
Sandbox & Pilot Migrations	✓ Full sandbox + pilot plans	⚠ Limited	✗ No	⚠ Often Informal
Manual validation & reconciliation	✓ Automated + manual QA	✗ No	✓ Yes (Manual)	✓ Heavy manual effort
Backup & rollback plan	✓ Robust procedures	✗ No	✗ No	⚠ Often incomplete
Handles automation and integrations	✓ Full support	⚠ Partial	✗ No	⚠ Possible but fragmented
Post-migration engineer support	✓ Dedicated engineers	✗ No	✗ No	⚠ Limited SLA
Adaptable to API changes	✓ Proactive adaptation	✗ No	⚠ Manual fixes	⚠ Slower response
Turnaround / SLA predictability	✓ Predictable SLAs	⚠ Fast but brittle	⚠ Slow and manual	⚠ Often slower
Data Security & Compliance	✓ High – enterprise grade	⚠ Medium (depends)	⚠ Low (manual)	⚠ Hidden gaps common
Pricing predictability	✓ Transparent & fixed	⚠ Low (per-job)	⚠ Low (manual hours)	⚠ High/variable OPEX
End-to-end project management	✓ Full E2E delivery & PM	✗ No	✗ No	⚠ Often partial
Business impact & opportunity cost	✓ No diversion of staff	✗ No	✗ No	⚠ Diverts engineering

What does an Engineer-led migration mean anyway?

Speed & Accuracy: Our Blended Method

We blend automation (smart scripts, bulk APIs) with human expertise for speed without risk. Our engineers manually check every mapping, validation, and exception.

You get:

Speed of automation for bulk record migration
Precision of engineers verifying integrity and business logic
Pilot migrations and sandbox testing to catch issues early
Real-time validation reports and rollback readiness

Result: 50x faster migrations than manual imports — with near-zero error rates.

Handling the Tricky Tech and API Details

The Ada and Ada APIs each behave differently, which is where our engineers shine. We build custom logic to handle the data quirks where generic tools typically break.

We handcraft API logic for:

Field mapping and transformation
Pagination, rate-limit handling, and throttling
Preserving conversation threads, attachments, and internal notes
Syncing custom fields, SLAs, and macros without breaking structure

Our scripts: Natively retry failed calls, re-queue large attachments, and ensure data parity.

No Guesswork

We don't just promise smooth migrations—we measure and prove them. Every client receives a Migration Validation Report with all metrics.

Typical results across projects:

100% record-count parity between your Ada data and Ada
Zero downtime during staged cutovers
99.9% attachment integrity (verified via checksum)
Full automation and preservation of all business rules

Our standard: Includes full SLA preservation and 30 days of engineer-assigned support post go-live.

We Adapt to Your Setup (Not the Other Way Around)

No two teams configure Ada or Ada exactly the same way—with unique automations and data. We customize every migration script to fit your exact workflow, tags, and triggers.

Our engineers adapt for:

Custom fields, ticket forms, and workflows
Multi-brand or multi-language setups
Historical imports and partial (date-based) migrations
Integration re-mapping for CRMs, chat, or feedback tools

The promise: If your data doesn't fit a standard template, we build one just for you.

FAQ

Frequently Asked Questions

Everything you need to know about consolidating two Ada instances. Can't find what you're looking for? Talk to our team.

Ada consolidation 5 Before you start 5 Data & mapping 5 Timeline & downtime 3 Security & access 1 Pricing 1 After go-live 5

Still have questions?

Book a free 30-minute consultation with our team.

Contact our team

Ada consolidation

5 questions

How do you merge two Ada instances without losing data?

We connect to both Ada instances, map every record between them, deduplicate overlapping entries, and reconcile IDs and any custom fields. Both instances stay live during the migration; we cut over only after validation passes.

What happens to duplicate records when consolidating Ada instances?

Duplicates are detected on a match key you choose, for example an email address, an external ID or a custom field, depending on the records involved. We surface a dedup report before cutover so you can confirm merge-vs-keep decisions. No record is silently dropped: every duplicate is either merged, kept as-is, or flagged for manual review.

How are record IDs reconciled across the two Ada instances?

IDs almost never line up across instances. We build an ID map during the sample run and rewrite references, such as parent and child records, attachments and other linked records, so relationships survive the merge. The map is exported as a CSV for your records after cutover.

What if our two Ada instances are set up differently?

We inventory how both instances are set up before the migration, including any custom fields, workflows and automations. Missing fields you want to keep are created in the instance you are consolidating into, conflicting fields are reconciled per your direction, and workflows are ported or rebuilt so the consolidated instance behaves the way your teams expect.

What does post-merge cleanup involve for Ada?

We hand over the ID map and dedup report, and document the new field layout. Any issue found after the merge is covered by our post-migration support, so you can decommission the old instance with confidence.

Before you start

5 questions

Do I need professional help for this migration?

Yes. Professional help ensures proper field mapping and preservation of relationships between records. Our engineer-led approach catches edge cases that automated tools miss.

Does ClonePartner provide guidance before committing?

Yes. We provide a free consultation and assessment. We'll review your data structure, discuss your requirements, and provide a detailed migration plan and fixed-price quote before you commit to anything.

Do you use an off-the-shelf tool to consolidate our Ada instances, or is this built for our data?

It is built for your data. Each migration is a set of custom scripts written for your data model, not a generic import tool. That is also why we start with a sample migration: you see your own records in the instance you are consolidating into before the full migration is committed.

Can we see a sample merge of our Ada data before the full merge runs?

Yes. We run a sample migration on your own data first, so you can review how the merged records look before the full migration goes ahead. We run validation scripts to check the record counts against the instance being merged in; if a field is missing or mapped wrong, or anything else needs adjusting, we fix it in the migration scripts and re-run the sample as many times as you need. The full migration only runs after you've approved the sample. On projects delivered in phases, each phase gets its own sample migration for you to approve.

Do we need to keep our other Ada account active during the merge?

Usually, yes. Keep it active until we confirm the migration is complete, including the final delta migration, because we read your data directly from that account throughout the project. If its subscription is due to end mid-project, extending it to cover the migration window keeps everything on track, and we tell you when it is safe to close it.

Data & mapping

5 questions

Will the original assignees, message authors and created dates be preserved when the instances are merged?

Yes. Created-time metadata is carried across, and so are assignees and message authors who have a user account in the instance you are keeping. Where one of them cannot be set natively on the migrated record, it is kept as embedded metadata on that record.

Will consolidating our Ada instances send emails or notifications to customers, our team or anyone else?

No. Before the sample or full migration starts, we confirm with you that nothing in the instance you are consolidating into will send messages about the migrated data: we import with notifications switched off wherever Ada allows it, and pause any automation that could send them or give it a condition that skips migrated records. We only proceed once you have confirmed it. If you want anyone told about the move, that message is sent separately, once the migrated data has been checked.

Can you migrate data that Ada can't take in through an API?

In many cases, yes. Where something can't be written through an API, we recreate it through Ada's user interface where the interface allows it, and where that work is repetitive we script and automate it. We tell you up front which items are handled this way, because recreating them through the interface can add time to the schedule.

What if the instance we're consolidating into requires fields our other Ada instance doesn't fill?

We check the instance you are consolidating into for required fields the incoming data cannot fill and bring each one to you before those records are migrated. Together we agree how each one is handled, such as a mapping from an existing field, a default value, or, where that instance lets the field be made optional, setting it to not required for the migration so you can make it required again once the migration is complete. The migration then runs with that rule applied, so no records are rejected or left behind.

Can you combine data from several Ada accounts and other support tools into the one we are keeping?

Yes. Each account's and tool's data is extracted separately and written into the account you are keeping. How records from the different sources fit together is settled in the data mapping before the build. The sample migration includes data from every source, so you can check the combined result before the full run.

Timeline & downtime

3 questions

How long does consolidating two Ada instances take?

Most migrations complete within 1–5 business days, depending on data volume and complexity; very large migrations, such as several hundred thousand records, take longer. We provide a detailed timeline after the initial assessment and can often complete small migrations in under 24 hours.

Will there be downtime while we consolidate our Ada instances?

No. Our migration process is designed for zero downtime. Both Ada instances stay available to your team throughout: the bulk migration runs in the background and the cutover is fast, so your team keeps working.

Our team has already moved into our main Ada account. Can we still migrate the history from the other account?

Yes. We take the exact date, time and time zone that team switched over as the cutoff, and migrate the history up to that point, so the work already done in the account you are keeping is left as it is. We confirm that moment with you before anything runs.

Security & access

1 question

Can we whitelist a single IP instead of opening our network to your migration tool?

Yes. All migration traffic runs through a centralized system using one fixed IP, which your IT team can whitelist instead of opening broader network access.

Pricing

1 question

Is migration pricing a flat fee, or does it scale with data volume?

It's a flat fee with no hidden costs. The price we agree with you for your scope is the price you pay, and small variances in the final volume, a bit more or less, are included.

After go-live

5 questions

How do I validate that everything migrated correctly?

Every client receives a Migration Validation Report with comprehensive metrics including record-count comparison, attachment integrity verification via checksum, and full audit logs of the migration run, showing every record created, skipped or failed. If any item didn't come across, the report names each one, the specific reason, and how to bring it across if you want it there. We also offer unlimited sample migrations, so you can check your data before the full migration runs.

What support do you provide after the migration goes live?

At ClonePartner, we consider ourselves your partners in this journey. We take full accountability for your migration's success. Once your migration goes live, we provide 30 days of comprehensive post-migration support as standard, and longer support, such as 60 or 90 days, can be agreed for your project. During this period, we help with anything related to your migrated data, so your migration is a complete success.

Will we get a migration report and a mapping sheet linking old record IDs to new ones?

Yes. We provide a comprehensive migration report along with an ID-mapping sheet that links each record's old ID to its ID in the instance you are consolidating into. This ensures full traceability, simplifies post-migration verification, and helps your team validate that records have been migrated accurately.

After migration, do I contact ClonePartner or the platform's own support if something looks wrong?

ClonePartner is the contact for anything about the migrated data itself. Questions about the platform itself, such as how its features and settings work, go to the platform's own support or to whoever administers it for you.

Can you keep our CRM updated with support activity after we merge our Ada accounts?

Yes, where Ada's API makes that activity available. We build an ongoing sync on Ada's and your CRM's APIs that writes support activity to the right contacts and companies, and you decide what gets logged. It is a separate piece of work from the migration, scoped and priced on its own.

Merge & Consolidate Two Ada Instances with zero downtime

Why teams migrate from Ada to Ada