To switch animal rescue software without losing data, export everything from your current system, map each file to the new system's fields, preview and verify before saving, and run both systems briefly before cutting over. PawPlacer makes the move free, with white-glove migration by the PawPlacer team or a self-serve import with the Data Uploader.
Fear of losing records is the main reason rescues stay with software they have outgrown. Years of adoption history, medical records and donor relationships feel too valuable to risk on a migration.
This guide from the PawPlacer team lays out a careful switching process so nothing gets left behind.
At a Glance
- Destination: PawPlacer, free animal rescue and shelter software.
- Migration: free white-glove migration, or self-serve with the Data Uploader.
- Imports: pets, adopters, fosters, volunteers, donors and surrenders from CSV or Excel.
- Safeguards: column mapping, a full preview and issue flags before saving.
- Exit path: full CSV exports at any time.
Before You Switch
Make a short plan:
- List every record type you need to keep.
- Choose a cutover date outside your busiest weeks.
- Assign one owner for the migration.
- Tell your team and fosters when the change happens.
1. Export Everything From Your Current System
Export every record type your current software allows, usually as CSV or Excel. Save the exports in a shared folder and keep them as a permanent archive.
2. Choose White-Glove or Self-Serve
The PawPlacer team offers white-glove migration at no cost, which is the easiest path for most rescues. If you prefer control, the Data Uploader lets you import file by file.
3. Map Fields Carefully
The Data Uploader maps your columns to PawPlacer fields, with AI-assisted column mapping to suggest matches. Check every mapping, especially dates, statuses and IDs.
4. Preview and Fix Before Saving
The Data Uploader previews every row and flags issues before anything is saved. Fix problems in the source file or adjust the mapping, then import.
5. Spot-Check Your Records
After import, open a sample of records: a recent adoption, a long-term foster, a pet with medical history and a monthly donor. Confirm the details match your old system.
6. Set Up Statuses, Roles and Integrations
Create custom statuses for your workflow, invite your team with the right roles, and connect Petfinder and Adopt-a-Pet. Adoptable pets are shared with GetBuddy automatically, and website widgets replace any old embeds.
7. Cut Over and Keep Your Archive
On your cutover date, move all new work into PawPlacer. Keep your original exports as an archive for reference.
8. Keep an Exit Path
PawPlacer provides full CSV exports of every supported record type at any time. You are never locked in.
Frequently Asked Questions
Does PawPlacer charge for migration?
No. White-glove migration is free, and so is PawPlacer itself.
What if our old system has limited exports?
Export what your current system allows and talk to the PawPlacer team about the rest during white-glove migration.
Can we try PawPlacer before switching?
Yes. Creating an account is free with no credit card, and an optional guided demo call is available.
Get Started With PawPlacer
Switching rescue software does not have to mean losing history. PawPlacer offers free migration, careful import tools and full exports, so your records move with you.
Create your free PawPlacer account today.