Operations and admin
Plan a move to a new software system
Breaks a big change into manageable steps with a timeline.
Lower risk: public info only — Describe your systems and goals, not the data inside them.
Please note: This site is only a guide to help people understand. Consult your IT, security and/or privacy department for clarification.
Before you start, gather
Name the real [OLD SYSTEM] and [NEW SYSTEM], count active accounts for [NUMBER OF USERS], and set [TIMEFRAME] from your contract end date. Afterward, ask each vendor for its own migration guide.
Starter prompt
Help me plan moving [ORGANIZATION NAME] from [OLD SYSTEM] to [NEW SYSTEM] for [PURPOSE]. We are a small nonprofit with a limited budget, no IT department, and [NUMBER OF USERS] users including volunteers, and about [TIMEFRAME] to finish. Do not invent features, prices or export formats for [OLD SYSTEM] or [NEW SYSTEM]; write CHECK WITH VENDOR instead of guessing. Create a plan covering cleanup, data mapping, testing, training, a go-live date, backup, and risks with ways to reduce them.
Paste the prompt into your AI tool first, then replace the placeholders with your own details. Don't use real names of clients or donors.
Open an AI tool
You are leaving this guide. Copy the prompt first, then open a tool. The link goes to the website of the company named on each link, in a new tab. That company's terms and privacy policy apply there. Paste the prompt in, then replace the placeholders with your own details. Don't enter real names or confidential details.
- Open Claude (Anthropic) (opens Anthropic's website in a new tab)
Anthropic documents pre-filled links only for the Claude Desktop app, not for the website, so copy the prompt and paste it in.
- Open ChatGPT (OpenAI) (opens OpenAI's website in a new tab)
OpenAI does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Gemini (Google) (opens Google's website in a new tab)
Google does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Grok (SpaceXAI) (opens SpaceXAI's website in a new tab)
SpaceXAI (the company behind Grok) does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Amazon Bedrock (hosts Llama; needs an AWS account) (opens Amazon Web Services' website in a new tab)
Llama has no chat website of its own, and Meta's own assistant (Meta AI) now runs on a different Meta model. One host is Amazon Bedrock: sign in to AWS, open a playground, and paste the prompt.
- Open Microsoft Copilot (Microsoft) (opens Microsoft's website in a new tab)
Microsoft documents no link that pre-fills a prompt, so copy the prompt and paste it in. The Copilot page shows a Sign in button, and you may need to sign in.
- Open Perplexity (Perplexity AI) (opens Perplexity AI's website in a new tab)
Perplexity documents no link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Mistral Le Chat (Mistral AI) (opens Mistral AI's website in a new tab)
Mistral renamed Le Chat to Vibe, at the same web address. Mistral documents no link that pre-fills a prompt, so copy the prompt and paste it in.
- Givebutter (Givebutter): no website to open from here. Givebutter Magic works inside a Givebutter account; there is no public chat page.
- Grantable (Grantable): no website to open from here. Grantable's AI works inside a Grantable account; there is no public chat page.
Check the result
Review with the people who use the system daily, and check the vendor's own migration guidance.
What it might get wrong
A data export or import feature either system may not have, a go-live date that lands in your busiest fundraising weeks, and a training step that assumes an IT person you do not employ.