Migration Guide for Agencies
Converge Team
Part of the Respond.io migration guide
How agencies managing multiple clients can migrate from Respond.io to a more cost-effective platform.
Agency Migration from Respond.io
Respond.io supports agencies through its Organization and Workspace model. You create an Organization and add multiple Workspaces — one per client — with independent channels, contacts, and user assignments. The catch: multiple workspaces require the Advanced plan at $279/month (annual) or $349/month (monthly) per workspace, and each workspace is billed separately.
The Cost Problem at Scale
Respond.io's multi-workspace setup means each client needs their own workspace with its own subscription. Managing 5 clients on the Growth plan: $159 × 5 = $795/month. On Advanced (required for multiple workspaces within one Organization): $279 × 5 = $1,395/month. Add WhatsApp conversation fees per workspace, and you're looking at $1,500-2,000/month for a mid-size agency operation. Each workspace also has independent contact caps and user seat limits.
How Respond.io's Organization Model Works
Under Organization Settings > Workspaces, admins can add, edit, or delete workspaces. Each workspace has its own set of channels, contacts, workflows, and analytics — completely isolated from other workspaces. Users can be assigned to specific workspaces with defined access levels. You can also create separate Organizations entirely if you need fully independent billing and administration. This is well-designed for agency work but expensive at the plan tier that supports it.
Client-by-Client Migration Strategy
Migrate one client at a time to minimize risk. For each client workspace: (1) Export contacts and conversation history. (2) Set up a new company/account in your new platform. (3) Connect that client's channels (WhatsApp, Messenger, etc.). (4) Invite the agents assigned to that client. (5) Run both platforms in parallel for 1-2 weeks. (6) Decommission the Respond.io workspace once the client is stable. Start with your lowest-volume client.
Workflow and Automation Transfer
Each Respond.io workspace likely has its own Workflow automations configured for the specific client. Document every workflow per workspace — assignment rules, auto-reply sequences, escalation paths, and any CRM integration triggers. Screenshot the visual workflow builder for complex flows. You'll need to recreate the equivalent automation in your new platform for each client. Some workflows may simplify significantly if your new platform has purpose-built auto-routing and auto-reply features.
Agency Cost Comparison
An agency managing 5 clients on Respond.io Growth (annual): $159 × 5 = $9,540/year. With a flat-rate alternative at $49/month per client: $49 × 5 × 12 = $2,940/year. Annual savings: $6,600. For 10 clients: $19,080/year vs $5,880/year — a $13,200 annual saving. The per-client flat rate means your margins improve with every client you onboard, rather than eroding as contact volumes grow.
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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