# Spacebrain seven-day consolidation playbook

Move one workload, not the whole company. This is a planning guide, not a guarantee that every migration can finish in seven days. Keep extra time for large datasets, approvals, integrations, and team training.

## Before you start

Choose a business owner and a technical owner. List the current subscription cost, the work it performs, required integrations, active users, data retention needs, and renewal dates. Keep existing systems active while testing. Never paste customer data or credentials into the worksheets you share for help.

## Day 1 — Inventory the real stack

- Complete the stack inventory CSV using actual bills. Convert annual fees to monthly equivalents.
- Include SMS, calls, AI usage, email delivery, integration fees, and outside implementation costs.
- Mark each tool **keep**, **test**, or **retire candidate**. A candidate is not permission to cancel.
- Evidence: a named owner and a current cost source for every subscription.

## Day 2 — Choose a contained workload

- Start with one team, one customer journey, and one measurable outcome.
- Score candidates from 1–5 for overlap, effort, operational risk, and reversibility.
- Prefer useful overlap with low effort and low risk. Do not combine these into an invented ROI score.
- Write the acceptance statement: “When [event] happens, [owner] receives [record/task/message] within [target], with [evidence].”
- Evidence: one acceptance statement and a list of features that must work before cutover.

## Day 3 — Map data and permissions

- Define the contact/company keys, required fields, pipeline stages, record owner, and task handoff.
- Export a backup from the current system using its supported export. Keep consent provenance.
- Map old fields to new fields. Test a small non-sensitive sample before a full import.
- Check who can read, edit, export, and send. Test with a non-admin account.
- Evidence: field map, backup location, and permission checks.

## Day 4 — Build the smallest complete process

- Use one blueprint from the workflow library. Create the form, pipeline, tasks, and draft automation.
- Connect only the channels required for the selected workload.
- Keep messages and automations inactive while configuring credentials, consent, and ownership.
- Evidence: a draft process that covers the normal path and one failure path.

## Day 5 — Test the handoffs

- Use approved test contacts and a test payment environment where available.
- Verify duplicate submissions, opt-outs, missing fields, reassignment, timezone behavior, and provider failure.
- Verify that retries do not duplicate messages, charges, credits, or tasks.
- Evidence: completed launch QA rows, not just screenshots of a configuration screen.

## Day 6 — Run a limited pilot

- Train a small group. Keep the previous process available.
- Decide which system is allowed to send messages to prevent double sends during the pilot.
- Monitor failed runs and reconcile records at the end of the day.
- Evidence: successful pilot cases, an owner for each remaining issue, and a rollback rehearsal.

## Day 7 — Make the cutover decision

- Proceed only when required checks pass, owners sign off, backups exist, and the fallback works.
- Set the cutover time, stop duplicate sends, and document where the team should work.
- Cancel an old tool only after confirming data retention, contract terms, and a stable replacement.
- If a critical check fails, keep the old system and revise the plan. A safe delay beats broken operations.

## Success review

Compare verified retired subscription costs with your chosen Spacebrain plan, new usage, migration, and retained tools. Track time-to-handoff, completion rate, errors, and team adoption separately. Do not count an untested tool as replaced or assume higher revenue from consolidation alone.