Migration Guide for Agencies
Converge Team
Part of the Groove migration guide
How agencies managing multiple clients can migrate from Groove to a more cost-effective platform.
Agency Migration from Groove
Agencies managing support for multiple clients on Groove face compounding per-user costs: every agent across every client account adds to the bill. With no multi-account discount or agency bundle, Groove's per-seat model makes client support increasingly expensive as your agency grows.
Per-User Cost Multiplication
Groove bills per user per month across all accounts. An agency with 3 agents managing 5 client accounts — where each client has its own Groove setup — pays for all agent seats across all accounts. On the Plus plan at $36/user/month (annual): 3 agents × 5 accounts = 15 seats = $540/month. On Pro at $56/user/month: the same setup costs $840/month. There's no agency-wide volume discount on self-service plans. Groove does offer "lite users" (10 free on Plus, 50 on Pro) for view-only access, but active agents need full seats.
Limited Multi-Channel for Clients
Agencies often need to support clients across multiple channels — especially WhatsApp, Instagram, and Messenger for consumer-facing brands. Groove covers email, Instagram, and Messenger but has no WhatsApp support. For agencies serving clients in markets where WhatsApp is dominant, this is a significant gap. Switching to a multi-channel platform gives your agency a competitive advantage when pitching client support services.
Client-by-Client Migration Strategy
Migrate one client at a time to minimize risk. Start with your lowest-volume client to validate the migration process. For each client: export conversations from Groove (JSON format via SettingsCompanyMoreExports), document their Instant Replies and Rules, set up a new account on your target platform, connect their specific channels (email forwarding, Messenger, Instagram, plus any new channels like WhatsApp), recreate their templates as Quick Replies, and configure routing rules. Keep Groove active for that client during 1–2 weeks of parallel operation.
Agent Efficiency Across Clients
In Groove, agents working across multiple client accounts must switch between separate Groove instances or manage multiple inboxes within one account. On your new platform, set up each client as a separate company with its own channels and team members. If your agents handle multiple clients, they'll need accounts in each — evaluate whether your new platform's pricing model makes this affordable compared to Groove's per-seat charges.
Cost Impact for Agencies
An agency managing 5 clients with 3 agents each on Groove Plus (annual): assuming shared agents, approximately $540/month total. The same setup on a $49/month-per-company flat-rate platform: $245/month — saving $3,540/year. For agencies on Groove Pro (needed for skill-based routing and dedicated support): savings jump significantly. More importantly, flat-rate pricing means adding a new agent to handle growth doesn't increase your bill for any client account — your tooling costs stay predictable regardless of team size.
Note: Groove's knowledge base can host separate content per client if using different inboxes. When migrating, ensure each client's FAQ content is preserved and recreated on the new platform — either as widget FAQ entries or separate help documentation.
Need the full migration guide?
This page covers migration guide for agencies specifically. For the complete step-by-step migration process:
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