Help Desk Migration Service
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Automated Kayako Data Migration with Help Desk Migration

Mariana Kramarchuk July 4, 2025
Kayako Cloud data import, export, and merging

Kayako Cloud Data Import Reimagined: Fast, Fearless, Complete

Import your data to Kayako quickly and securely. Our automated migration tool handles everything from tickets and knowledge base articles to images, call recordings, translations, and more — all with ease and reliability, no matter the size and complexity of your data.

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Available fields and records for Kayako Cloud data transfer

HELP DESK

Agents Migration

With Help Desk Migration, you can map agents from your source platform to agents in Kayako and vice versa to control how tickets are assigned after migration. You can map multiple agents to a single one.

Deleted and inactive agents

You can reassign tickets from deleted or inactive agents to active admins on the target platform.

User Fields:

  • Name
  • Email
  • Phone
  • Company
    • String custom fields
    • Boolean custom fields
    • Dates custom fields
    • Number custom fields

Organization Fields:

  • Name
    • String custom fields
    • Boolean custom fields
    • Dates custom fields
    • Number custom fields

Conversation Fields:

  • Subject
  • Tags
  • Status
  • Group
  • Type
  • Assigns
  • Contact
    • Comment author
    • Comment privacy
    • Comment publicity
    • Comment body
    • Comment attachments
    • Comment created date
  • Attachments
  • Created date
  • Updated date
  • Closed date
    • String custom fields
    • Boolean custom fields
    • Dates custom fields
    • Number custom fields
    • Select custom fields
    • Multi-select custom fields

KNOWLEDGE BASE

Category Fields:

  • Name
  • Description
  • Position

Section Fields:

  • Name
  • Position
  • Category

Article Fields:

  • Title
  • Body
  • Author
  • Section
  • Status
  • Attachments

CUSTOM OBJECTS

Custom objects migration

Move non-standard data—like assets, warranties, and more—into Kayako Cloud with full structure and relationships intact.

Migration tool

Rely on our smart, reliable migration tool to handle complex Kayako Cloud custom object transfers with ease.

Outsource migration

Let our experts handle the heavy lifting—perfect for complex or large-scale Kayako Cloud migrations.

Buy migration

Get one-time, done-for-you Kayako Cloud custom object migration—no subscriptions, no recurring fees.

Enterprise-Grade Support

Custom object migration backed by professional services, data validation, and expert consulting.

Gather your old support records from inboxes, databases, or even outdated systems — with or without integrations. Everything slides into Kayako as handy CSV files, making the transition feel almost effortless.

Supported sources include 80+ help desk systems, email inboxes (via IMAP/POP3), SQL databases, and structured CSV files.
Yes. During mapping, you can route unassigned tickets to a default group or agent. Our Migration Wizard also lets you map agents, groups, and statuses from your source to Kayako Cloud.
No. Migration is fully read-only — your old system stays intact while we import everything into Kayako Cloud.
After your Free Demo Migration, you’ll see exactly how tickets, contacts, and knowledge base articles appear in Kayako Cloud. Post-migration, we recommend running a validation check to confirm attachments, cross-links, and custom fields are all in place. Our support team can guide you through these checks.

Moving on or need a big-picture view? Turn your Kayako data into CSV files, perfect for migrating to a new platform or consolidating data for deep-dive analysis.

Data is exported in CSV format with UTF-8 encoding. Each entity type (tickets, contacts, organizations, articles) is delivered in a separate file.
Yes. The CSV files are structured for easy import into other help desks or CRMs, and they’re also useful for analysis and archiving.
No. Export is a read-only process — it won’t modify or remove your records in Kayako.

Bringing teams or companies together? Combine all your accounts in a few clicks, eliminating data silos and keeping your support neat as operations grow or change.

Merging is useful after acquisitions, rebrands, or when consolidating multiple support teams. It eliminates silos and creates a single source of truth.
Yes. All threads, attachments, notes, and audit history migrate intact and remain linked to the correct users or organizations.
It depends on the amount of data, API limits, and whether you include attachments. Small projects can take hours, while large datasets may need more time. To speed things up, you can skip old attachments or schedule Interval Migrations during off-peak hours.
Yes. You can consolidate an on-premise (classic) instance into Kayako Cloud. The process includes connecting your self-hosted database or API and mapping records into the Cloud structure.

Why migrate to Kayako Cloud

  • Unified omnichannel support

    Manage emails, live chats, and social media messages within a single dashboard. No need to jump between apps — keep your focus on solving customer issues.

  • Smart automation tools

    Speed up support using automated workflows, ready-made replies, and helpful articles. Auto-assign tickets and track response deadlines to stay on top of every conversation.

  • Complete customer view in one spot

    See every step of your customer’s journey — from website visits to past support chats — all in one place. Reply to their queries fast, no matter if people reach out via social media, email, or chat.

  • Team collaboration made simple

    Work with your internal team and external partners smoothly. Kayako lets everyone join the conversation without extra costs, keeping communication seamless and teamwork strong.

  • Integrate over 700 apps for free

    Connect Kayako with hundreds of business tools via Zapier without extra charges. Streamline your tech stack with easy, free integrations to make your help desk even more powerful.

  • Clear, actionable insights

    Use simple, customizable dashboards to track your team’s performance. Make informed decisions with reports that highlight what works well and what could be improved.

  • Customer self-service made easy

    Help customers find quick answers on their own with a fully customizable Help Center equipped with smart search. Cut down on repetitive questions and empower users to solve issues independently with helpful FAQs, articles, and videos.

  • Support agents on the move

    Agents can handle chats and tickets, add notes and attachments, or otherwise keep things moving anytime, anywhere, from mobile devices — and even offline.

  • Top-notch security and privacy

    Protect your data with multiple layers of security, from two-factor login to role-based access and advanced spam filtering.

  • Scalable and affordable

    Get all these features for only $79 per user/month. Kayako grows with your business, offering a cost-effective solution without surprises or hidden fees.

Companies that trusted Help Desk Migration

Why Help Desk Migration is ideal for importing data to Kayako Cloud

A simple Kayako Cloud data import workflow with Migration Wizard, Help Desk Migration’s automated interface:

1

Choose your source and target

Type in your Kayako account URL, email and password you use to log in, and your source platform credentials. Both systems will now be securely connected to Migration Wizard.

2

Select and map your data

Match your agents and groups between systems. Decide how tickets and knowledge base articles should be routed. Enable automated options to make the process even smoother.

3

Run a Free Demo migration

Test the migration with 20 random tickets and 20 articles, free of charge. Check the results and tweak any settings if needed. You can repeat the Demo as many times as you need.

4

Check the Demo results

Review which records were imported to Kayako Cloud successfully and which failed or were skipped. Confirm that all comments, assignments, custom fields, attachments, and customer info are accurate. Repeat the process if issues arise.

5

Complete the Full Migration

Sit back and watch the rest of your data move over. Track progress in the Migration Wizard, or relax and let our support team update you along the way.

Additional automated options to make your data import to Kayako Cloud even smoother

Add tags to newly migrated tickets

Have new tickets tagged automatically during migration to highlight transferred data. During account merge, migrated items will be marked clearly, so you can start using Kayako Cloud right away without confusion or manual cleanup.

How it works

Migrate the newest records first

Can’t pause your support operations? No problem. Prioritize importing the latest tickets so your team can start working on urgent support issues before the Full Migration is over. This way, you will avoid downtime and keep customers satisfied.

How it works

Skip attachments

Save time and money by excluding attachments, either altogether or just those older than 6, 12, or 24 months. This strategy speeds up import, cuts downtime, and removes the hassle of deleting outdated files manually.

How it works

Migrate side conversations

If you’re moving from Zendesk, side conversations come along in Kayako Cloud as private notes. Keep the resolution context intact for future reference and training purposes.

How it works

Migrate call recordings

Bring over call center recordings from Zendesk as MP3 attachments. Even though Kayako doesn’t offer call center functionality, these recordings add important context for support cases, helping you maintain the quality of service after migration.

How it works

Migrate inline images as attachments

Screenshots, photos, diagrams, and other visual data from your current platform transfer as attachments in Kayako. Visual info remains linked to tickets, so your support team has all the details they need without extra labor.

How it works

Migrate content translations

If you support multiple languages, all translations will be moved smoothly into Kayako. Your global customers will get immediate access to help center content in their language without extra steps.

How it works

Use Custom Demo

Before committing to a full migration, run a Free Custom Demo with 20 tickets and 20 articles. Simply specify the ticket and article IDs in the Migration Wizard, and within minutes you’ll be able to review how your data appears in your new Kayako platform.

How it works

Special features to minimize (or even eliminate!) downtime as you import data to Kayako Cloud

Delta migration

If you keep working in your original help desk while migrating, new or updated records won’t move during the Full Migration. Delta migration lets you pick up those changes later, keeping everything synced without repeating the whole process. This option pairs perfectly with tagging migrated tickets and moving the newest records first to avoid duplicates and downtime. Delta migration is available in the Signature support plan for smooth catch-up.

Interval migration

When you have a large amount of data but can’t pause your day-to-day support for too long, try Interval migration. It breaks your transfer into smaller chunks, letting you move data in multiple sessions scheduled at off-peak hours. This approach keeps your help desk running smoothly, making it a smart choice when Delta migration isn’t feasible but you still need minimal disruption and steady progress.

Customizations for special import scenarios

If you have specific needs for your Kayako Cloud data import, our support team is here to customize the process just for you.

You can filter data by creation date, tags, custom fields, organizations, or teams to make sure only the right info moves over. The migration process can also be customized at your request. For example, change and problem records can be turned into tickets, or ticket events can be migrated as private notes. You can also add extra details to your migrated records for easier tracking after the move.

To check whether you might need any customizations, run our Free Demo to see what Migration Wizard covers.

Run a Free Demo

The pricing of data import to Kayako:
predictable and affordable

Our pricing is transparent and straightforward. Your final quote is based on the volume of records you need to migrate and the support plan you choose if you go with a paid option. Additional costs may include automated options, special features like Delta or Interval migrations, and any customizations you request. The good news is, some data types, such as attachments, notes, and custom fields, are included free of charge. Essentially, you only pay for what you actually need — no hidden fees.

Best of all, you’ll know the exact price upfront. Simply run a Free Demo migration to see the full cost of your data import to Kayako before committing.

Pricing Information

We guarantee your data security during data import to Kayako Cloud

GDPR compliance

Help Desk Migration follows strict EU and US privacy laws to protect your data. We are ready to sign Data Processing Agreements based on your instructions, ensuring your migration meets all legal and privacy requirements.

SOC 2 Type II certified

Help Desk Migration earned SOC 2 Type II and SOC 3 certifications, demonstrating strong security controls around data handling. Detailed compliance reports are available upon request, secured by a non-disclosure agreement to protect your sensitive information.

End-to-end encryption

Your data is safely encrypted during both transfer and storage, so unauthorized parties cannot access it. Full encryption keeps your information confidential and intact throughout the migration.

No third-party access

Help Desk Migration guarantees that no outside vendors or third parties can view or interfere with your data during migration. This safeguard maintains strict control over your information, minimizing risk and enhancing overall security.

Don’t let migration challenges slow down your progress

Help Desk Migration takes care of the entire process of importing data to Kayako — including any bumps along the way — so you can start enjoying your new tool faster than expected.

Book a call

Categories:
Categories: Data Import & Export
Help Desk Migration

Automated service to migrate your data between help desk platforms without programming skills — just follow simple Migration Wizard.

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