Migration starts with evidence, not import promises

The organization's Submittable configuration determines what can be exported. Before selecting a cutover date, obtain sample exports from the actual account and inventory forms, submissions, attachments, original media, scores, assignments, decisions, messages, payments, refunds, and audit history. For capability differences between the two platforms, the Crafted Call vs Submittable comparison is sourced and dated; supported importers are listed on the migration hub.

Classify the history

For each data type, choose one treatment:

• Import: supported structured data that maps to a defined Crafted Call field.
• Recreate: active templates, branding, forms, and workflows built deliberately in the new system.
• Archive: historical evidence retained in a secure, readable export but not imported.
• Dispose: data removed under the approved retention policy.

Do not promise that arbitrary historical files, reviewer events, or messages will import one-to-one. Confirm scope with Crafted Call before purchase and test a representative sample.

Cut over between calls

Keep an active call in its original system through decisions and required closeout when possible. Configure and test the next call in Crafted Call. Freeze changes, take final exports, reconcile counts and payments, and preserve a read-only archive with an owner and retention date.

Rebuild the surrounding operation

Use Brand & Identity to establish approved organization details. Recreate sender settings, templates, roles, calls, jury rules, websites, commerce, and integrations from current requirements rather than copying years of accidental configuration.

If membership data is in Little Green Light, scope membership synchronization, record matching, permissions, exceptions, and reconciliation separately from call migration. Member roster CSV import is implemented in controlled rollout, so access varies by organization and should not be assumed in a migration estimate.

Validate before launch

Have an artist, juror, administrator, and finance user complete realistic scenarios. Compare submission counts, required fields, decision output, fees, exports, and accessibility. Publish a support route for applicants affected by the transition.

The safest migration may leave older calls in an archive while all new activity begins cleanly. Historical completeness and operational continuity are different goals; decide explicitly which one takes priority for each record type.